Faculty and School Records

This guide has been prepared to assist Faculty and School staff with the day to day management and retention of their records. This list is not exhaustive and it refers to records regardless of their format (paper and electronic, including emails.) The advice about minimum retention periods has been drawn from the relevant General Disposal Authorities produced by State Records (NSW).

Remember that records cover a range of print and electronic formats, and that the list here is not exhaustive. We have listed records by the activity or group to which they relate and included some common examples where appropriate.

For disposal of records, please complete the Request to Destroy Records Form or contact us.

Contents


Section 1: Admission and Enrolment

Applications for Admission: Successful

Examples: Applications and supporting documents for undergraduate, postgraduate, short courses and non-award programs.
Disposal Action: Retain for a minimum of six years after completion or discontinuation of course or program of study by student, then destroy.

Applications for Admission: Unsuccessful

Examples: Applications and supporting documents for undergraduate, postgraduate, short courses and non-award programs.
Disposal Action: Retain until appeal period has expired or six months after action completed, whichever is longer.

Applications for Admission: Not accepted

Examples: Records relating to offers that are not accepted.
Disposal Action: Retain for minimum of three years from the date of offer, then destroy.

Re-enrolment Forms and Records

Examples: Forms and records for undergraduate, postgraduate, short courses and non-award programs.
Disposal Action: Retain for a minimum of six years after completion or discontinuation of course or program of study by student, then destroy.

Variation of Program or Course

Examples: Records regarding withdrawals, leave of absence, exemptions/credit, addition or deletion of courses, program transfers.
Disposal Action: Retain for a minimum of six years after completion or discontinuation of course or program of study by student, then destroy.

Variation of Student Details: Change of Name

Examples: Records of notification of change of name.
Disposal Action: Retain for a minimum of six years after completion or discontinuation of course or program of study by student, then destroy.

Variation of Student Details: Change of Address

Examples: Records of notification of change of address.
Disposal Action: Retain until no longer required for reference or administrative purposes, then destroy.


Section 2: Examination and Assessment

Special Consideration

Examples: Applications, correspondence, outcomes
Disposal Action: Retain for minimum of three years after action completed.

Examination Scripts and Student Assignments

Examples: Examinations (written and oral), assignments, presentations
Disposal Action: Retain for a minimum of 6 months after the end of the semester or return to the student.

Examination Papers: Master Set of Questions

Disposal Action: The Records Management Office receive Master copies (electronic) of exams from Student Administration Services - Examination Unit.  These are retained in TRIM (Electronic Document and Record Management System) for a period of 6 years prior to being transferred to State Archives (located in the Auchmuty Library) as a permanent record. 
Comments: Forward any master sets of exams to the RMO only if these are not managed by the Examinations Unit.

Examination and Assessment Results

Examples: Records relating to the grading and marking of individual assessment components of a program or course
Disposal Action: Retain for a minimum of one year after end of appeal period, then destroy.

Examination and Assessment: Result Changes

Examples: Records relating to changes to assessment results
Disposal Action: Retain for a minimum of six years after completion or discontinuation of course or program of study by student, then destroy.

Practicum Records: Summary

Disposal Action: Retain for a minimum of 50 years after the completion of the course or program of the student.
Comments: Summary practicum records are only for programs or courses where the number of hours completed and proof of satisfactory performance may be required for accreditation purposes.

Course Assessment Returns and Attachments

Disposal Action: Retain as part of Assessment Committee records for a minimum of five years.
Comments: To be completed by Course Coordinator and submitted to relevant School Assessment Committee. Committee Secretary to retain records.


Section 3: Committee Records and Papers

Minutes and Agendas: Council, Academic Senate and Faculty Board

Disposal Action: Only the master set needs to be retained. Master set sent to RMO by Committee Secretary.
Comments: Personal copies may be disposed of when no longer useful to the staff member.

Minutes and Agendas: Faculty or School Internal Operational Committees

Examples: School Assessment Committees

Disposal Action: Master set of papers to be retained for a minimum of five years by Committee Secretary.
Comments: Other copies may be destroyed when no longer of reference use.

Minutes and Agendas: Faculty and School Internal Strategic Committees

Examples: Faculty Board
Disposal Action: Master set of minutes, agendas and related papers for strategic committees to be transferred to University Archives after five years.
Comments: Contact University Archives (Auchmuty Library) to arrange for transfer of records. Copies may be destroyed when no longer of reference use.


Section 4: Program, Course and Teaching Records

Curriculum Development: Working Papers

Examples: Correspondence, notes, drafts, records of working parties.
Disposal Action: Retain for a minimum of three years after curricula superseded. This does not include committee records or the master set of approved curricula.

Curriculum Approval: Working Papers

Examples: Correspondence, notes, drafts
Disposal Action: Retain for a minimum of three years after curricula superseded.
Comments: This does not include committee records or the master set of approved curricula.

Approved Curricula: Master Set

Disposal Action: Required as State Archives
Comments: This information is retained within the Course Tracking System and within committee papers.

Curriculum Review: Internal or External Working Papers

Examples: Correspondence, notes
Disposal Action: Retain for a minimum of three years after action completed then destroy.

External Accreditation Records: Successful

Disposal Action: Retain permanently. Required as State Archives
Comments: Transfer records to University Archives (Auchmuty Library).

External Accreditation Records: Unsuccessful

Disposal Action: Retain for a minimum of three years after action competed.

Course Materials

Examples: Course outlines, study guides, readings, self-assessment exercises, audiovisual teaching aids, reading lists, lecture notes.
Disposal Action: Retain at least until no longer required for teaching or other purposes.

Course Materials: Working Papers

Examples: The academic's papers for program and course preparation and/or delivery, such as research notes and drafts of documents.
Disposal Action: Retain at least until no longer required for teaching or other purposes.

Quality Assurance Records for Course Delivery

Examples: Assessment/evaluation, findings of surveys, reporting and recommendations, action taken. Also records relating to the collection of assessment data on course delivery (data collection forms, survey forms).
Disposal Action: Retain until no longer required for reference use or administrative use.

Course Assessment Returns and Attachments

Disposal Action: Retain as part of Assessment Committee records for a minimum of five years
Comments: To be completed by Course Coordinator and submitted to relevant School Assessment Committee. Committee Secretary to retain records.


Section 5: Publications

Calendars, Handbooks and Guides

Disposal Action: Master/final copy: retain at least until superseded then transfer to University Archives.
Comments: Contact University Archives (Auchmuty Library) to arrange for transfer of records.

Drafts and Working Copies of Handbooks and Publications

Disposal Action: Drafts, working papers, and facilitative records can be disposed of when no longer useful.

Reports and Publications from External Organisations

Disposal Action: Destroy when no longer of reference use.


Section 6: Other Common Administrative Records

Flex Sheets and Time Sheets

Disposal Action: Destroy after six years
Comments: Hard copy and electronic versions

Leave Applications and Forms

Disposal Action: All originals must be forwarded to Human Resource Services. Copies and duplicates may be retained for as long as necessary.

Receipt Books

Disposal Action: Destroy six years after last action.