Northumbria University Learning and Teaching Retention Schedule This section provides guidance on the Minimum retention periods of records relating to the provision of learning & teaching of taught programmes at Northumbria University. 2.1 Learning and Teaching Strategy Records documenting the development and establishment of the institution's Learning and Teaching strategy: Key Documents e.g. Approved strategy, minutes, reports, supporting papers Superseded + 10 years Review for Archive Value 2.2 Learning and Teaching Policies or Procedures Records documenting the development of the institution's policies and procedures relating to Learning and Teaching e.g. All approved Policies, Procedures, Guidelines and Regulations Superseded + 5 years Review for Archive Value 2.3 Quality and Standards Management The activities involved in managing the overall quality and standards of teaching and taught programmes within the University. 2.3.1 Annual Programme Monitoring Records documenting the conduct and results of formal reviews of taught programmes, and the responses to the results. e.g. Reports, minutes, supporting documents current academic year + 5 years Unless a longer retention period is required by professional bodies. Review for Archive Value 2.3.2 Periodic Programme reviews Records containing reports of routine internal reviews of programmes. e.g. Reports, evaluative documents, action plans
Final reports and action plans current academic year + 5 years Background papers retain until review is complete 2.3.3 QAA reviews/audits Key Documents and background papers relating to QAA audits e.g. Final reports, self evaluation documents, action plans and background papers relating to audits Key Documents retain N/A permanently Background papers retain until audit/review is complete 2.4 Taught Programme Development, Approval and Delivery The activities involved in developing and delivering the University s taught programmes. 2.4.1 Programme approval Records documenting the process of obtaining approval and/or accreditation for (modules of) taught programmes from professional, statutory or other accreditation bodies. e.g. submission documents, forms, reports, minutes Northumbria programmes Life of programme (life is defined as closure of programme or superseded by re-approval) For collaborative Programmes expiry of contract + 6 years Limitations Act 1980 2.4.2 Programme Specifications and Module Descriptors All cohort specific versions of documents to maintain audit trail 2 of 8
Retain permanently N/A Limitations Act 1980 2.4.3 Module Files Module approval (M.A.)forms, module evaluation reports, details of assessment specifications Superseded + 3 years Review for Archive value 2.4.4 Student Feedback Feedback gathered from students at course and module level e.g. programme and or module feedback, student survey forms/questionnaires completed by students, or minutes of meetings. Collated information will be summary of survey/feedback results at programme or module level depending upon local policy. Completed forms retain until review cycle is complete and information collated Collated information completion of survey + 5 years unless required for longer by professional body 2.4.5 External Examiners e.g. appointment details, contracts, reports and responses Appointments, contracts and correspondence expiry of contract + 6 years Limitations Act 1980 Reports and responses current academic year + 6 JISC 2.5 External approval & accreditation from professional, statutory and regulatory bodies The activities involved in obtaining approval and/or accreditation for the institution s taught programmes from professional, statutory or other accreditation bodies. 3 of 8
e.g. final reports, supporting papers, contracts, correspondence Final reports - Retain permanently N/A Supporting papers retain until completion of next audit/review Contractual papers retain till expiry of contract + 6 years Limitations Act 1980 2.6 Taught programme preparation and delivery The activities involved in delivering teaching and supporting learning through lectures, tutorials, seminars, practical classes, ICT packages, fieldwork, work placements or other methods. 2.6.1 Student Handbook and the Assessment Regulations of Northumbria Copy of University student handbook. Superseded + 6 years Review for archive Limitations Act 1980 value 2.6.2 Accredited Course materials e.g. course, lecture notes, handouts, presentations, reading lists, module handbooks Superseded + 3 years unless required for longer by professional body Review for archive value 2.6.3 Non Accredited Course materials e.g. course, lecture notes, handouts, presentations, reading lists Current academic year + 1 unless there is a recognised requirement (or the materials are identical to those required for accredited courses) Review for archive value 4 of 8
2.7 Taught Programme Assessment The activities involved in setting and marking/grading course assessments. Assessments include examinations and assessed work (e.g. dissertations, theses, work placement reports). Activities include: 2.7.1 Assessed work e.g. submitted coursework, examination scripts, major/final year projects, dissertations. Work is returned to students, who are responsible for retaining and maintaining all assessments until their award has been finalised. In the event of an appeal, legal action against the University or a request from an examiner, it will be student s responsibility to provide a copy of the coursework for consideration. The following recommendation applies to Schools where it is not possible to return the completed work (including exam scripts), where they have specific requirements to retain work and to allow students a window in which to collect work. Current Academic year + 4 Months 2.7.2 Samples of assessed work e.g. coursework, examination scripts, major/final year projects. Samples should comprise good, intermediate, bare-pass student performance, as well as fails and moderation evidence. Marking criteria, marking schemes, model answers and worked questions should be retained for the same length of time as the related sample assessments. Where it is not possible or practical to retain the physical piece of work (performance or large Design pieces) provision is to be made for photographic or digital records of assessed piece current academic year + 5 years unless specified otherwise by professional bodies 2.7.3 Register recording submission of coursework Including electronic submission 5 of 8
current academic year + 1 2.7.4 Examination Administration Timetables, attendance records, appointment of invigilators current academic year + 1 2.7.5 Student marks Including original recorded marks provided by tutors Unconfirmed marks re-sit board + 1 month Confirmed Marks - retain permanently N/A Transcripts Permanent (see 2.8.1) Limitations Act 1980 2.7.6 Examination Boards Records of meetings Current academic year + 6 Limitations Act 1980 2.7.8 E-learning records e.g. Log-in to E-learning portal, online learning materials, such as course notes, presentations, self-test questions, quizzes and assignments, as well as text from discussion boards. current academic year + 6 Limitations Act 1980 Monitoring student access to ELP - current academic year + 1 JISC 2.8 Taught Student Monitoring and Support 6 of 8
The activities involved in monitoring individual students academic progress and providing feedback, guidance and support. 2.8.1 Core Student Record A core record for each student who attended the University it held within SITS. This record contains key information about a student's personal, progression and transcript details. Biographical information. Academic progression and transcript information. Any additional information as required by professional bodies. Permanent N/A 2.8.2 Student Administration Records Minimum periods mean that records may be held for longer if this is necessary. For Example, pre-sits students, where the accuracy of the core student record held in SITS is backed up by retention of the Student Record paper file. Operational student administrative record held by the Faculty (or relevant department). Includes application, finance, registration, academic progress, feedback, placements, transfers and withdrawals, Extenuation Circumstances etc Longer periods may be dictated by sponsors. Nursing & Midwifery student records will usually kept for at least the working life of the students Graduation or withdrawal + 6 N/A Limitations Act 1980 2.8.3 Student Appeals Records documenting the handling and results of academic appeals by individual students. Limitations Act 1980 Last action on case + 6 years 2.8.4 Student Complaints Records documenting the investigation, conduct and outcome of student complaints Student informal complaint case files 7 of 8
Conclusion of informal complaint procedure Student formal complaint case files Last action on case + 6 years Student complaints database Last action on case + 6 years Limitations Act 1980 Limitations Act 1980 2.8.5 Student Disciplinary Records documenting the conduct and results of disciplinary proceedings against individual students Files relating to students where case does not leads to a formal investigation Last action on case Files relating to students on nonprofessional courses where case leads to a formal investigation Last action on case + 6 years Files relating to students on professional courses where case leads to a formal investigation Graduation or withdrawal + 6 Written warning on student record 12 Months or as specified by Disciplinary Officer Limitations Act 1980 Limitations Act 1980 Limitations Act 1980 2.10 Committee and Management Group Meetings Programme Committee, Student Liaison Committee Minutes of meetings, reports and supporting papers Current academic year + 3 8 of 8