The function of managing non-teaching related services to students, ex-students, staff etc. Includes the management of alumni associations, accommodation, health and other services.
See Student administration - Scholarships/Prizes/Fellowships for records relating to the establishment of scholarships etc
See FA404, Provision and regulation of childcare services for records relating to the provision of childcare services or centres provided directly by the institution.
See General Disposal Authority Public health services: patient client records (GDA17) for records relating to the provision of health services by the University, including services provided by students in the course of their studies.
Activities associated with the management of alumni relations.
See Student administration - Scholarships/Prizes/Fellowships/Awards for records of awards provided to alumni.
See General Retention and Disposal Authority Administrative records Community relations for records relating to donations, fundraising campaigns, and public lectures which are outside of the teaching curriculum.
| No. | Description of records | Disposal action |
|---|---|---|
| 5.1.1 | Records relating to the management of alumni associations. Includes the management of membership details, events, activities etc. | Retain until administrative or reference use ceases, then destroy |
No. 5.1.1 Description of records Records relating to the management of alumni associations. Includes the management of membership details, events, activities etc. Disposal action Retain until administrative or reference use ceases, then destroy |
The provision of support services to students (e.g. accommodation, financial assistance, careers advice, etc.) by the university.
Note: This section applies to records of services where the service is provided directly by the institution, or where, for other reasons (such as contractual agreements), the institution has a right to control of the records. This does not extend to records created by external bodies, such as student bodies (e.g. students’ union) or residential colleges where the college is not managed or operated by the institution.
See Student administration - Admission, enrolment and progression 1.1.1 for records relating to advice provided to students in relation to teaching, enrolment, progression, assessments etc
See Student administration - Student grievances, complaints and misconduct for records relating to misconduct of students in university provided accommodation.
See General Retention and Disposal Authority Administrative records Contracting-out for records relating to agreements to provide services.
See General Retention and Disposal Authority Administrative records Property management - Leasing-out for records relating to lease agreements with students.
| No. | Description of records | Disposal action |
|---|---|---|
| 5.2.1 | Records relating to the establishment, negotiation, maintenance and review of agreements to provide and operate services to students, etc. Records include:
| Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is later, then destroy |
| 5.2.2 | Records relating to the provision of financial assistance services (loans, bursaries, etc.), special needs and accessibility services (e.g. interpreters, reading assistance for sight impaired students, disabled access, etc.,) and other tailored advisory or study support services and assistance to individual students. Note: for loan services, action completed is when the loan is repaid. | Retain minimum of 7 years after action completed, then destroy |
| 5.2.3 | Records relating to unsuccessful applications for student support services. | Retain minimum of 1 year after action completed, then destroy |
| 5.2.4 | Records relating to the provision and administration of residential accommodation and placement services for students; careers, employment and general services; mentoring, peer networking services, etc. | Retain minimum of 2 years after action completed, then destroy |
| 5.2.5 | Records relating to the interaction between the institution and student associations such as the students’ union, sporting clubs, special interest groups etc. | Retain minimum of 7 years after action completed, then destroy |
| 5.2.6 | Records relating to liaison between the university and service providers where the service is not provided directly by the university. For example, child care services, religious services, student accommodation, medical and dental services. | Retain minimum of 5 years after action completed, then destroy |
| 5.2.7 | Records relating to the provision of counselling by a professional counsellor. Includes case files. Note: Case files may be destroyed prior to the expiry of the minimum retention period in certain circumstances e.g. agreement between counsellor and client. | Retain minimum of 7 years after action completed or until the person reaches the age of 25, whichever is longer, then destroy |
No. 5.2.1 Description of records Records relating to the establishment, negotiation, maintenance and review of agreements to provide and operate services to students, etc. Records include:
Disposal action Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is later, then destroy |
No. 5.2.2 Description of records Records relating to the provision of financial assistance services (loans, bursaries, etc.), special needs and accessibility services (e.g. interpreters, reading assistance for sight impaired students, disabled access, etc.,) and other tailored advisory or study support services and assistance to individual students. Note: for loan services, action completed is when the loan is repaid. Disposal action Retain minimum of 7 years after action completed, then destroy |
No. 5.2.3 Description of records Records relating to unsuccessful applications for student support services. Disposal action Retain minimum of 1 year after action completed, then destroy |
No. 5.2.4 Description of records Records relating to the provision and administration of residential accommodation and placement services for students; careers, employment and general services; mentoring, peer networking services, etc. Disposal action Retain minimum of 2 years after action completed, then destroy |
No. 5.2.5 Description of records Records relating to the interaction between the institution and student associations such as the students’ union, sporting clubs, special interest groups etc. Disposal action Retain minimum of 7 years after action completed, then destroy |
No. 5.2.6 Description of records Records relating to liaison between the university and service providers where the service is not provided directly by the university. For example, child care services, religious services, student accommodation, medical and dental services. Disposal action Retain minimum of 5 years after action completed, then destroy |
No. 5.2.7 Description of records Records relating to the provision of counselling by a professional counsellor. Includes case files. Note: Case files may be destroyed prior to the expiry of the minimum retention period in certain circumstances e.g. agreement between counsellor and client. Disposal action Retain minimum of 7 years after action completed or until the person reaches the age of 25, whichever is longer, then destroy |
The provision of library services to the public, staff and students etc.
See General Retention and Disposal Authority Administrative records Information management - Control for records relating to library loans.
| No. | Description of records | Disposal action |
|---|---|---|
| 5.3.1 | Records relating to the provision of library borrowing and usage rights (including the imposition of fines or other penalties). | Retain minimum of 1 year after action completed, then destroy |
No. 5.3.1 Description of records Records relating to the provision of library borrowing and usage rights (including the imposition of fines or other penalties). Disposal action Retain minimum of 1 year after action completed, then destroy |
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