contractual changes, changes to personal information (name, address, next of kin etc) and changes to salary point personal details (e.g. address, next of kin, emergency contacts). Human Resources Strategy Development (The Strategy and any key records that informed strategy development) Retain until superseded + 10 years Corporate Resources > Human Resources Management > Records documenting the development and establishment of the institution's human resources strategy: key records. Human Resources Policy Development (The Policy and any key records that informed policy development) Retain until superseded + 10 years Corporate Resources > Human Resources Management > Records documenting the development and establishment of the institution's human resources management policies: key records. Human Resources Procedure Development (The Procedure and any key records that informed procedural development) Retain until superseded + 1 year Corporate Resources > Human Resources Management > Records documenting the development of the institution's procedures relating to human resources management. HR Executive Group Papers Retain for life of group + 3 years Corporate Resources > Human Resources Management > Records documenting the development and establishment of the institution’s human resources strategy, policies and procedures: working papers. Succession Plans Retain until superseded + 5 years Corporate Resources > Human Resources Management > Records documenting management succession plans.
proceedings against the employee, where employment continues. Sick Leave Retain for duration of employment + 1 year Corporate Resources > Human Resources Management > Records documenting the employee's absence due to sickness. Trades Unions Recognition / Retain from derecognition + 6 years Corporate Resources > Human Resources Management > Records documenting institutional recognition/derecognition of trades unions. Trades Unions Agreements Retain from until termination of agreement + 10 years Corporate Resources > Human Resources Management > Records documenting agreements with trade unions. Trades Unions Routine Meetings and Correspondence Retain for current year + 5 years Corporate Resources > Human Resources Management > Records documenting routine communications with trade union representatives, including minutes of meetings. Trades Unions Consultations and Negotiations on Specific Issues Retain from last action on issue + 10 years Corporate Resources > Human Resources Management > Records documenting consultations/negotiations with trade unions on specific issues. Committee Papers and Minutes Trade Union Negotiating Committees (JNC’s / JUCNC) Retain for current year + 10 years Corporate Resources > Human Resources Management > Records documenting routine communications with trade union representatives, including minutes of meetings.
Facilities Management Procedure Development: Master Copies Retain until superseded + 6 years Corporate Resources > Facilities Management > Records documenting the development of the institution's procedures relating to facilities management. Master copies of procedures relating to facilities management. Facilities Specifications Retain until completion of works + 12 years Corporate Resources > Facilities Management > Records documenting the specification of requirements for facilities services. Facilities Inspections Retain until completion of two subsequent inspections Corporate Resources > Facilities & Estates Management > Records documenting routine inspections of facilities. Estates Maintenance Works: Major Retain until completion of works + 12 years Corporate Resources > Estates Management > Records documenting the carrying out of major maintenance works within facilities. Estates Maintenance Works: Minor Retain until current year + 6 years Corporate Resources > Estates Management > Records documenting the carrying out of minor maintenance works within facilities. Facilities Licences and Certificates Retain until superseded Corporate Resources > Estates & Facilities Management > Original licences and certificates Environmental Strategy Development: Key Records Retain until superseded + 10 years Corporate Management > Environmental Management > Records documenting the development and establishment of the institution's environmental management strategy: key records.
Records documenting references provided in confidence in support of the employee’s application(s) for employment by another organisation Retain from provision of reference + 1 year Corporate Resources > Human Resources Management > Records documenting references provided in confidence in support of the employee's application(s) for employment by another organisation. Records pertaining to Academic Planning, Partnerships and International Affairs Committee Retain for life of committee + 5 years Corporate Management > Governance > Records documenting the conduct of the business of a committee: agenda, minutes and supporting papers. APPIAC and ACEB agendas, minutes and supporting papers Retain for life of committee + 5 years Corporate Management > Governance > Records documenting the conduct of the business of a committee: agenda, minutes and supporting papers. US FSA student files Retain for current financial/academic year + 6 years Corporate Management > Governance > US FSA > Student Files US FSA administrative files Retain for current academic year + 5 years Corporate Management > Governance > US FSA > Administrative Files US FSA compliance audits Retain for current academic year + 5 years Corporate Management > Governance > US FSA > Compliance Audits US FSA policies and procedures Retain until superseded + 5 years Corporate Management > Governance > US FSA > Policies and Procedures International business policies and procedures Retain until policy superseded + 5 years Corporate Management > Governance > International Business Policies and Procedures Risk registers Retain until superseded + 1 year Corporate Management > Risk Management > Records documenting identified risks to the University and assessments of those risks.
Records documenting the identification and exploration of new research opportunities which lead to research projects Retain until completion of project Research > Research > Records documenting the identification and exploration of new research opportunities which lead to research projects. Records documenting the design and planning of research projects which are not undertaken Retain until the abandonment or unsuccessful funding of plans + 1 year Research > Research > Records documenting the design and planning of research projects which are not undertaken. Records documenting the preparation and submission of applications for funding, where the application is unsuccessful (i.e. does not result in the offer of a funding award) Retain until the abandonment or unsuccessful funding of plans + 1 year Research > Research > Records documenting the preparation and submission of applications for funding, where the application is unsuccessful (i.e. does not result in the offer of a funding award). Records documenting the identification and exploration of new research opportunities which lead to research projects Retain until completion of project Research > Research > Records documenting the identification and exploration of new research opportunities which lead to research projects. Publications and presentations made to disseminate research results (NOT interim or final research reports) Publications and presentations made to disseminate research results (NOT interim or final research reports). Research > Research > Publications and presentations made to disseminate research results (NOT interim or final research reports). Records documenting the management of internally-funded research projects Retain until completion of project + 3 years Research > Research > Records documenting the management of internally-funded research projects.
Records in relation to the audit conducted by QMAU Retain for the current academic year + 5 years Reviews, audits and responses on the quality and standards of teaching. Summaries, reports and analysis of taught programme or module effectiveness. Non Award Bearing Working Group papers Retain from Issue of policy or procedure + 1 year Academic Administration > Student Assessment Administration > Records documenting the development and establishment of the University's academic assessment administration policies and procedures: working papers. Records in relation to the development of the Programme Support Area Template Retain for life of programme + 5 years Knowledge Transfer and Enterprise > Education & Training > Records documenting the development of education and training programmes. Records in relation to the development of the Course Support Area for Course Directors Retain for current academic year + 5 years [To be determined] Records that develop and establish learning support strategy, policies and procedures on teaching Retain until superseded + 10 years Teaching & Learning > Teaching > Records that develop and establish teaching strategy and policies on teaching. Key records. Records in relation to development of CPPD & Postgraduate CPD Framework, PEP and other ADL academic programmes Retain for the life of the programme or module + 10 years Teaching & Learning > Teaching > Documentation of developing taught programmes and modules.
Records documenting submitted/completed assessments: formative assessments Retain current academic year Knowledge Transfer and Enterprise > Education & Training > Records documenting submitted/completed assessments: formative assessments Records documenting submitted/completed assessments: summative assessments Retain until confirmation of marks/grades + 6 months. Knowledge Transfer and Enterprise > Education & Training > Records documenting submitted/completed assessments: summative assessments. Records documenting marks/grades given to submitted/completed summative assessments and, where appropriate, awards and classifications Retain current academic year + 6 years Knowledge Transfer and Enterprise > Education & Training > Records documenting marks/grades given to submitted/completed summative assessments and, where appropriate, awards and classifications. Records containing data on, and analyses of, student numbers and other programme statistics Retain current academic year + 5 years Research > Research > Records containing data on, and analyses of, student numbers and other programme statistics. Contact Details of All community partners for Science Shop Held jointly by Ulster and QUB. Reviewed regularly [To be determined] Records documenting the design, conduct, organisation and summary results of student recruitment campaigns and events Retain until completion of campaign or event + 5 years Academic Administration > Student Administration > Records documenting the design, conduct, organisation and summary results of student recruitment campaigns and events.
Administration of Professional Experience Programme Bursaries Retain for current financial year [To be determined] Student Survey - Full dataset, including historical responses for the Student Survey Retain until completion of survey + 5 years Corporate Relations > Student Relations Management > Results of student surveys: summaries and analyses of responses Records related to the tracking of income and expenditure against budget Retain for current financial year + 1 year Corporate Resources > Finance Management > Records documenting the monitoring of income and expenditure against annual operating budgets, and action taken to deal with variances. Records documenting the advertising of vacancies for placement students Retain until completion of recruitment process + 3 months Teaching & Learning > Teaching > Taught Programme Delivery Records documenting the handling of applications for vacancies for placement students: unsuccessful applications Retain until completion of recruitment process + 3 months Teaching & Learning > Teaching > Taught Programme Delivery Records documenting enquiries about vacancies and requests for application forms. (placement students & postgraduate casual work) Retain until completion of recruitment process Corporate Resources > Human Resources Management > Records documenting enquiries about vacancies and requests for application forms.
Records of community surveys - individual responses Retain from completion of analysis of survey responses Corporate Relations > Community Relations Management> Results of community surveys: individual responses Records of community surveys - summaries and analyses of responses Retain from completion of survey + 3 years Corporate Relations > Community Relations Management> Results of community surveys: summaries and analyses of responses Records documenting the organisation and administration of local community events Retain from completion of event + 1 year Corporate Relations > Community Relations Management> Records documenting the organisation and administration of local community events Records in the category of Business Unit Management Retain current calendar year Retain current calendar year + 1 year Retain until date of meeting Retain current calendar year + 3 years Business Unit Management > Records documenting work allocation/scheduling (e.g. duty rosters). Business Unit Management > Records documenting the progress of work. Model sign off permission forms for over and under 18s for video shoots, photos & audio recordings Retain for current academic year + 5 years Office for Digital Learning – retain indefinitely [To be determined]