Records retention schedule: Student Administration & Support

Transcription

1 Records retention schedule: Student Administration & Support Introduction 1. Structure & management 2. Financial resources 3. Human resources 4. Physical resources 5. Information Services 6. Student administration & support 7. Learning & teaching 8. Research & development 9. External relations In student administration & support: Student admission Student fees Student accommodation Student registration and administration Student discipline Student services to support learning Student liaison Student welfare Student associations Student admission UCAS application forms for successful applicants to undergraduate courses leading to professional registration in the Faculty of Medicine and Health Sciences who register UCAS application forms for successful applicants to undergraduate courses (courses not leading to professional registration) who register UCAS application forms for unsuccessful applicants to undergraduate courses and successful applicants who fail to register Interview notes for successful applicants to undergraduate courses who register Interview notes for unsuccessful applicants to undergraduate courses and successful applicants who fail to register Offer letters and acceptances for applicants to undergraduate courses End of applications cycle + 1 year Admissions Graduation/leaving End of applications cycle + 1 year applicants who register Application forms and supporting documentation for successful applicants to postgraduate courses who register including TOEFL/IELTS and financial guarantees Application forms and supporting documentation for unsuccessful applicants to postgraduate courses and successful applicants who fail to register Admissions applicants who don t register End of applications cycle + 1 year Admissions

2 Offer letters and acceptances for applicants to postgraduate courses Interview notes for successful applicants to postgraduate courses who register Interview notes for unsuccessful applicants to postgraduate courses and successful applicants who fail to register Fees status questionnaires applicants who register Admissions applicants who don t register End of applications cycle + 1 year applicants who register Correspondence and documentation relating to PBS for international students Parental consent Admissions applicants who don t register Duration that the migrant is sponsored International Office applicants who register CRB Checks CRB Issue number and date Admissions applicants who don t register Six Months Unit requesting check Unit requesting check

3 Student fees Undergraduate grant cheques Student Loans (student tuition fee record) Student Loans (information from SLC) Finance Finance Finance (tuition fees) (cheques from bursary funds) (graduate school scholarships for conferences/travel paid into project codes) (new university core bursaries) (undergraduate fee reduction scholarships) (travel scholarships awarded by Student Services) /scholarships (awarded by ) Debts (debt information Debts (debtors list and write-off list) Funding applications (graduate school applications to research councils) Funding applications (international office) (payment to student) RIS Office delivering the scholarship Finance Finance (no need to retain unsuccessful applications) RIS End of funding + 6 years (no need to retain unsuccessful applications) International Office

4 Hardship fund documentation Postgraduate stipends/sponsorship agreement/award letters (e-works, grant requests, and authorisations) RIS Student accommodation application forms residency offer and payment schedule residency contracts personal details form termination notifications End of contract + 6 years

5 Student registration and administration New students personal details Returning students personal details (including name change information) Student declaration of acceptance of terms and conditions of registration Student fitness to practice declarations Module content information, including module learning resources in Moodle(1) Module content information for courses leading to professional qualifications in the Faculty of Medicine and Health Sciences Module entry form enrolments/ exam entry forms Module enrolments Module enrolments for courses leading to professional qualifications in the Faculty of Medicine and Health Sciences Exchanges destroy when information is no longer current Current academic year + 6 years & LRLR (for records in Moodle) Current academic year + 50 years ASD ASD and/or International Office Prizes awarded by s Supervision records Transfers/change of course (database record)

6 Attendance monitoring school reports Current period + 6 years Attendance monitoring SAMS snapshots Current period + 6 years Student Administration (1) No records are being retained by the University in WebCT Transfers/change of course (form confirming change to LEA and Student Loans Company) Transfers/change of course (authorisation form)/upgrades and change to thesis pending Work placements Fieldwork/Study Abroad documentation Withdrawal/interruption of studies incl. request from student, authorisation and confirmation letters (courses leading to professional registration in the Faculty of medicine and Health Sciences)) Withdrawal/interruption of studies incl. request from student, authorisation and confirmation letters (courses not leading to professional registration) General correspondence with student (including thesis pending information, notice of intent to submit etc) (weeded to remove personal information 12 months after completion of trip) Originator of correspondence Student discipline Offences dealt with by Security (except traffic offences) Traffic offences Security Settlement of case + 3 years

7 Minor offences relating to IS Settlement of case + 3 years Minor offences relating to accommodation Settlement of case + 3 years Documentation relating to academic offences (except outcome letters) Academic offences outcome letters -first offences ASD- further offences -first offences Documentation relating to appeals (courses leading to professional registration) Documentation relating to appeals (courses not leading to professional registration) Documentation referred to by Fitness to Practice committees Offences dealt with by Senate Disciplinary Committee Offences dealt with by PVC for Student Experience Suspensions ASD- further offences Settlement of case + 50 years ASD ASD Settlement of case + 50 years Secretary to the Medical Student services to support learning Special arrangements for teaching and learning (applications) Special arrangements for teaching and learning (medical assessment)

8 Special arrangements for teaching and learning (academic referral)

9 Student liaison Careers advice (tracking student use of service) Careers advice (notes on meetings with students) Support for failing students (in s/departments with formal process for this) Staff Student Consultative Committees CCD CCD Current academic year + 5 years Student welfare Counselling service (notes relating to student clients) Disability issues incl. disclosure form and DSA (courses leading to professional registration in the Faculty of Medicine and Health Sciences) Disability issues incl. disclosure form and DSA (courses not leading to professional registration) Records of informal pastoral care Completion of casework + 5 years University Counselling Service Graduation/leaving + 1 year Member of UoN staff offering support (e.g. Hall Warden, Personal Tutor) Student associations Students' Union constitution Students' Union handbooks and guides Stdents' Union magazine (Impact) (yearly 'snapshot') Students' Union Students' Union Students' Union