The administration and management of students from application for admission to completion or discontinuation.
See General Retention and Disposal Authority Administrative records Financial management - Accounting for records relating to administering student fees and charges.
The process of applying for, enrolling and progressing through a course or subject.
See General Retention and Disposal Authority Administrative records Committees for records relating to committees responsible for assessing student progression cases.
See General Retention and Disposal Authority Administrative records Financial management - Accounting for records relating to the payment of fees.
| No. | Description of records | Disposal action |
|---|---|---|
| 1.1.1 | Records relating to the admission, enrolment and subsequent progress of students. Includes show cause for progression purposes, special considerations affecting enrolment and progression, variations of program, advanced standing, withdrawals, etc., and records relating to working with children checks for students undertaking studies involving contact with children. See 1.1.4for retention periods applying to records confirming a working with children check has been carried out. | Retain minimum of 7 years after completion or discontinuation of course or program of studyby student, then destroy |
| 1.1.2 | Records relating to applications for admission, regardless of decision and outcome. Includes offers which have or have not been accepted or have lapsed, and unsuccessful, incomplete, withdrawn applications, etc. Records include:
| Retain until appeal period has expired or minimum of 1 year after action completed, whichever is longer, then destroy |
| 1.1.3 | Criminal history details provided as part of criminal record checks. Note: These records should be retained as per the agreement with the criminal history check service provider. | Retain until check completed, then destroy |
| 1.1.4 | Record that a working with children check has been completed for students undertaking studies involving contact with children. Note: This information is generally recorded on the student record system as a pre-requisite to enrolment in a subject/unit. | Retain minimum of 99 years after action completed, then destroy |
| 1.1.5 | Records relating to the provision of student identification and the arrangement and management of student concessions. | Retain minimum of 1 year after action completed, then destroy |
| 1.1.6 | Records relating to:
| Retain until administrative or reference use ceases, then destroy |
No. 1.1.1 Description of records Records relating to the admission, enrolment and subsequent progress of students. Includes show cause for progression purposes, special considerations affecting enrolment and progression, variations of program, advanced standing, withdrawals, etc., and records relating to working with children checks for students undertaking studies involving contact with children. See 1.1.4for retention periods applying to records confirming a working with children check has been carried out. Disposal action Retain minimum of 7 years after completion or discontinuation of course or program of studyby student, then destroy |
No. 1.1.2 Description of records Records relating to applications for admission, regardless of decision and outcome. Includes offers which have or have not been accepted or have lapsed, and unsuccessful, incomplete, withdrawn applications, etc. Records include:
Disposal action Retain until appeal period has expired or minimum of 1 year after action completed, whichever is longer, then destroy |
No. 1.1.3 Description of records Criminal history details provided as part of criminal record checks. Note: These records should be retained as per the agreement with the criminal history check service provider. Disposal action Retain until check completed, then destroy |
No. 1.1.4 Description of records Record that a working with children check has been completed for students undertaking studies involving contact with children. Note: This information is generally recorded on the student record system as a pre-requisite to enrolment in a subject/unit. Disposal action Retain minimum of 99 years after action completed, then destroy |
No. 1.1.5 Description of records Records relating to the provision of student identification and the arrangement and management of student concessions. Disposal action Retain minimum of 1 year after action completed, then destroy |
No. 1.1.6 Description of records Records relating to:
Disposal action Retain until administrative or reference use ceases, then destroy |
The assessment of students’ knowledge and skills and admission to a degree, diploma, certificate or other award.
See Student administration - Scholarships/Prizes/ Fellowships/Awards for records relating to arrangements for honorary awards.
See Teaching and research - Assessment for assessment items completed and submitted by students (e.g. examination papers, assignments, practicum reports, etc.)
See General Retention and Disposal Authority Administrative records Community relations - Celebrations, ceremonies, functions for records relating to arranging for venue, speakers, catering, seating, special access, etc., for graduation ceremonies.
See General Retention and Disposal Authority Administrative records Information management - Enquiries for records relating to requests for academic transcripts and verification of qualifications or graduation status.
| No. | Description of records | Disposal action |
|---|---|---|
| 1.2.1 | Records relating to the grading/marking of individual assessment components of a subject or course and determination of final results/grades. Includes:
| Retain minimum of 1 year after end of appeal period or minimum of 1 year after action completed, whichever is longer, then destroy |
| 1.2.2 | Records relating to changes to assessment results as a result of moderation, re-marking or appeal by the student. Note: action completed includes the end of appeal processes and any subsequent appeal rights. See Student administration - Admission, enrolment and progression for enrolment and progression records for formal special considerations. See Student administration - Student grievances, complaints and misconduct for records relating to changes to assessment as a result of grievance lodged by student or as a result of misconduct. | Retain minimum of 7 years after action completed, then destroy |
| 1.2.3 | Records confirming the award/receipt of a qualification of diploma or above. Includes honorary doctorates. | Required as State archives |
| 1.2.4 | Finalised results obtained by students, where the results are generated as an outcome of some form of assessment. Note: does not include courses which only define whether a participant attended or not. | Retain minimum of 75 years after action completed, then destroy |
| 1.2.5 | Finalised results obtained by students for externally accredited courses, such as those delivered by a Registered Training Organisation. | Retain minimum of 30 years after action completed, then destroy |
| 1.2.6 | Finalised results obtained by students for non-award courses including continuing education programs and community courses. | Retain minimum of 7 years after action completed, then destroy |
| 1.2.7 | Records relating to arrangements for graduation and determination and notification of students of their eligibility to graduate. Includes program or order of proceedings and uncollected testamurs. Note: where the program or order of proceedings is the only record confirming details of graduates it should be sentenced as per entry 1.2.3. | Retain minimum of 1 year after action completed, then destroy |
No. 1.2.1 Description of records Records relating to the grading/marking of individual assessment components of a subject or course and determination of final results/grades. Includes:
Disposal action Retain minimum of 1 year after end of appeal period or minimum of 1 year after action completed, whichever is longer, then destroy |
No. 1.2.2 Description of records Records relating to changes to assessment results as a result of moderation, re-marking or appeal by the student. Note: action completed includes the end of appeal processes and any subsequent appeal rights. See Student administration - Admission, enrolment and progression for enrolment and progression records for formal special considerations. See Student administration - Student grievances, complaints and misconduct for records relating to changes to assessment as a result of grievance lodged by student or as a result of misconduct. Disposal action Retain minimum of 7 years after action completed, then destroy |
No. 1.2.3 Description of records Records confirming the award/receipt of a qualification of diploma or above. Includes honorary doctorates. Disposal action Required as State archives |
No. 1.2.4 Description of records Finalised results obtained by students, where the results are generated as an outcome of some form of assessment. Note: does not include courses which only define whether a participant attended or not. Disposal action Retain minimum of 75 years after action completed, then destroy |
No. 1.2.5 Description of records Finalised results obtained by students for externally accredited courses, such as those delivered by a Registered Training Organisation. Disposal action Retain minimum of 30 years after action completed, then destroy |
No. 1.2.6 Description of records Finalised results obtained by students for non-award courses including continuing education programs and community courses. Disposal action Retain minimum of 7 years after action completed, then destroy |
No. 1.2.7 Description of records Records relating to arrangements for graduation and determination and notification of students of their eligibility to graduate. Includes program or order of proceedings and uncollected testamurs. Note: where the program or order of proceedings is the only record confirming details of graduates it should be sentenced as per entry 1.2.3. Disposal action Retain minimum of 1 year after action completed, then destroy |
The bestowal of scholarships, prizes, fellowships and awards.
See Student administration - Results and graduation for records relating to the conferral of honorary awards.
| No. | Description of records | Disposal action |
|---|---|---|
| 1.3.1 | Records relating to the management and delivery of scholarships, prizes, fellowships, awards and honorary awards. Includes applications, nominations, acceptances, unsuccessful candidates, rejected or lapsed offers. | Retain minimum of 7 years after action completed, then destroy |
| 1.3.2 | Summary records of recipients of scholarships, prizes, fellowships or awards. | Required as State archives |
| 1.3.3 | Records relating to the establishment and conditions of scholarships, prizes, fellowships and awards. This can include terms and conditions for both internal and external scholarships, prizes, and fellowships. | Retain minimum of 10 years after action is completed or fellowship is discontinued, then destroy |
No. 1.3.1 Description of records Records relating to the management and delivery of scholarships, prizes, fellowships, awards and honorary awards. Includes applications, nominations, acceptances, unsuccessful candidates, rejected or lapsed offers. Disposal action Retain minimum of 7 years after action completed, then destroy |
No. 1.3.2 Description of records Summary records of recipients of scholarships, prizes, fellowships or awards. Disposal action Required as State archives |
No. 1.3.3 Description of records Records relating to the establishment and conditions of scholarships, prizes, fellowships and awards. This can include terms and conditions for both internal and external scholarships, prizes, and fellowships. Disposal action Retain minimum of 10 years after action is completed or fellowship is discontinued, then destroy |
The exchange of students between institutions, including study abroad.
See Student administration - Admission, enrolment and progression for records relating to the enrolment of students, including any agreement with students where funding for exchange is based on course completion.
See General Retention and Disposal Authority Administrative records Contracting-out for records relating to exchange agreements.
See General Retention and Disposal Authority Administrative records Financial management - Authorisation for records relating to travel approvals.
| No. | Description of records | Disposal action |
|---|---|---|
| 1.4.1 | Records relating to the processing of applications received for exchange student placements or study abroad. | Retain minimum of 2 years after action completed, then destroy |
No. 1.4.1 Description of records Records relating to the processing of applications received for exchange student placements or study abroad. Disposal action Retain minimum of 2 years after action completed, then destroy |
The management of student grievances, complaints and misconduct (general and academic).
See Teaching and research - Research management for records relating to research misconduct and complaints.
See General Retention and Disposal Authority Administrative records Personnel for records relating to staff grievances or where a student grievance results in disciplinary action being taken in relation to a staff member.
| No. | Description of records | Disposal action |
|---|---|---|
| 1.5.1 | Records relating to the management of proven and unproven cases involving allegations of abuse or neglect of children. Includes inquiries and investigations, outcomes, and matters referred to external bodies for investigation. | Retain minimum of 99 years after action completed, then destroy |
| 1.5.2 | Records relating to the management of proven and unproven student grievance, misconduct and disciplinary cases. Includes:
| Retain minimum of 7 years after action completed, then destroy |
| 1.5.3 | Records relating to preliminary/fact finding investigations that were not formally proceeded with (i.e. the allegations have been found to be unsubstantiated, false, vexatious or misconceived or could not be proven) and the accusation has not involved a child or a young person. | Retain minimum of 1 year after action completed, then destroy |
No. 1.5.1 Description of records Records relating to the management of proven and unproven cases involving allegations of abuse or neglect of children. Includes inquiries and investigations, outcomes, and matters referred to external bodies for investigation. Disposal action Retain minimum of 99 years after action completed, then destroy |
No. 1.5.2 Description of records Records relating to the management of proven and unproven student grievance, misconduct and disciplinary cases. Includes:
Disposal action Retain minimum of 7 years after action completed, then destroy |
No. 1.5.3 Description of records Records relating to preliminary/fact finding investigations that were not formally proceeded with (i.e. the allegations have been found to be unsubstantiated, false, vexatious or misconceived or could not be proven) and the accusation has not involved a child or a young person. Disposal action Retain minimum of 1 year after action completed, then destroy |
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