Register of Interests of members of the Board of Governors, senior staff and others covered by conflict of interest policies. Records documenting the conduct and proceedings of meetings of the College's Board of Governors. Current year + 50 years Complaints Records documenting complaints from members of the local community, the internal handling of these complaints and the responses provided. Last action on complaint + 1 year Records documenting the handling of complaints by individual students where the formal complaints procedure is not initiated. Last action on complaint + 3 years Records documenting the handling of formal complaints made by individual students against the institution. Last action on case + 6 years c.58 Limitation Act 1980 Records documenting policies and procedures for handling student complaints. Permanent Contracts not under seal Records documenting legal support for the negotiation, establishment and review of contracts and agreements between the College and others: - other contracts and agreements. Termination of contract + 6 years c.58 Limitation Act 1980 Contracts under seal Records documenting legal support for the negotiation, establishment and review of contracts and agreements between the institution and third parties: - agreements and contracts under seal. Termination of contract + 12 years c.58 Limitation Act 1980 Corporation Records documenting: the establishment and development of the College's legal framework. Life of institution 1992 c. 13 Further and Higher Education Act
Financial and Management Accounting Records documenting: the issue of sales invoices and the processing of incoming payments. the receipt and payment of purchase invoices. the payment and/or reimbursement of employees' expenses. the payment of honoraria to third parties. ** Unless honoraria are administered through the payroll. the receipt and processing of students' fees. the preparation of annual accounts. the preparation and filing of the College's tax returns. Annual Accounts. Current financial/tax year + 6 years c.9 * 1970 c.9 Taxes Management Act 1970 c.58 Limitation Act 1980 c.23 Value Added Tax Act 1994 HMCE 700/21 * HM Customs & Excise Notice 700/21: Keeping [VAT] records and accounts Financial Planning, Policies and Procedures and budgeting Records containing data on, and analyses of, performance against the for the implementation of the College's finance strategy. Records documenting: the preparation of annual operating budgets. analyses of the internal deployment of the College's financial resources. the processing of internal accounting transactions between operating units (i.e. cross-charges). Current financial year + 1 year Records containing reports of performance against the plans for the implementation of the College's finance strategy. Records documenting the conduct and results of audits and reviews of the finance management function, and responses to the results. the development and establishment of the College's finance management policies. Current financial year + 10 years
the nomination/appointment of fire wardens. the appointment of official first aiders. c.37 Health and Safety at Work etc. Act 1974 S.I. 1981 / 917 Reporting of reportable accidents, dangerous occurrences and outbreaks of notifiable diseases to enforcing authorities. Records documenting the recording of accidents, dangerous occurrences and outbreaks of notifiable diseases on the College's premises. Current year + 3 years S.I. 1995 / 3163 S.I. 1979 / 628 S.I. 1985 / 967 (Amended by SI 1938 1991) Records documenting: air monitoring conducted in accordance with the requirements of the Regulations: in all other cases. assessment of requirements for first aid facilities and equipment. the College's health and safety arrangements for the planning, organisation, control, monitoring and review of preventive and protective measures (as required by the Regulations). arrangements with external emergency service organisations. assessment of requirements for fire-fighting systems and equipment. the conduct and results of risk assessments of work which exposes employees to asbestos: where the exposure of employees may exceed the action level. written plans of work (as defined in the Regulations) for undertaking work with asbestos. the provision of time off, and other facilities and assistance, for safety representatives appointed under the Safety Representatives and Safety Committees Regulations 1977. Current year + 5 years S.I. 2002 / 2676 * The Control of Lead at Work Regulations 2002 S.I. 2002 / 2675 * The Control of Asbestos at Work Regulations 2002 1974 c.37 Health and Safety at Work etc. Act 1974 S.I. 1981 / 917 The Health and Safety (First Aid) Regulations 1981 S.I. 1999 / 3242 The Management of Health & Safety at Work Regulations 1999 S.I. 1997 / 1840 The Fire Precautions (Workplace) Regulations 1997 S.I. 2002 / 2675 * The Control of Asbestos at Work Regulations 2002 S.I. 1981 / 917 S.I. 1989 / 1790 S.I. 1989 / 635 S.I. 1989 / 682
consultations and other communications with representatives of employee safety elected under the Health and Safety (Consultation with Employees) Regulations 1996, or with all employees directly. the development and establishment of the College's health and safety management strategy. the development of the College's health and safety management procedures. Records documenting the formation of a safety committee under the Safety Representatives and Safety Committees Regulations 1977. Includes records documenting the objectives, role, functions, composition and administration of the committee. Life of committee + 50 years Human Resources Records documenting: the advertising of vacancies. the handling of applications for vacancies: unsuccessful applications. After closure of job online +12 months max. c.65 Sex Discrimination Act 1975 c.74 Race Relations Act 1976 c.50 Disability Discrimination Act 1995 ICO recommendations endorsing CIPD standards Records documenting: unsolicited applications for employment or CVs. enquiries about vacancies and requests for application forms. 6 months receipt ICO recommendations endorsing CIPD standards Records documenting: Disclosure & Barring Scheme check End of employment + 6 Data Protection Act ICO & Keeping Children Safe In Education (KCSIE) 2016
Obsolete job descriptions of positions previously held by an employee within the College. an employee's identified training and development needs, and the action taken to meet these needs. pre-employment health screening of an employee. Records documenting: disciplinary proceedings against an employee, where employment continues. disciplinary proceedings against an employee, where employment does not continue. grievances raised by staff (which do not relate directly to their own contracts of employment), the College's response, action taken and the outcome. Termination of employment + 6 years Records documenting an employee's initial application for employment with the College. an employee's contract(s) of employment with the College. changes to an employee's terms and conditions of employment. an employee's termination of employment by voluntary resignation, redundancy, retirement (including on medical grounds) or dismissal. an employee's subsequent applications for other jobs within the College. Termination of employment + 6 c.65 Sex Discrimination Act 1975 c.74 Race Relations Act 1976 c.50 Disability Discrimination Act 1995 c.58 Limitation Act 1980 Records documenting: the authorisation and administration of special e.g. compassionate leave, study leave. internal authorisation for recruitment. the administration of induction programmes. Current year + 6 years
Payroll and Pensions Records documenting: the operation of the Statutory Sick Pay scheme. the operation of the Statutory Maternity Pay scheme. entitlements to, and calculations of, Statutory Maternity Pay. Current financial/tax year + 3 years The Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960) as amended. Records documenting: National Minimum Wage Records. 3 years after the pay reference period following the one that the records cover National Minimum Wage Act 1989 Records documenting: Income Tax Records, Income Tax Records and correspondence with HMRC Not less than 3 years after the end of the financial year to which they relate. The Income Tax (Employments) Regulations 1993 (SI 1993/744) as amended, for example by The Income Tax (Employments) (Amendment No. 6) Regulations 1996 (SI 1996/2631). Records documenting: the operation of the Statutory Sick Pay scheme. the operation of the Statutory Maternity Pay scheme. entitlements to, and calculations of, Statutory Maternity Pay. calculation and payment of payroll payments to employees. Current financial/tax year + 6 years S.I. 1982 / 894 S.I. 1986 / 1960 c.4 Social Security Contributions & Benefits Act 1992 c.9 Taxes Management Act 1970 S.I. 1993 / 744 S.I. 1999 / 584 c.58 Limitation Act 1980 Inland Revenue/HMRC approvals Permanently
the control of examination papers and examination scripts. the organisation of examination facilities, including special arrangements for students with special individual students' submission of assessed work and handling of reports of mitigating circumstances. the timetabling of examinations. Records containing data on overall student numbers. Records documenting the development and establishment of service standards for a student support service. Superseded + 1 year Records documenting the selection, appointment and training of external examiners. Termination of appointment + 1 year Student Counselling Services. Current year +2 Records relating to the provision of Sports and Recreational facilities. Records documenting the design and conduct of surveys of Student satisfaction. Results of student surveys: summaries and analyses of responses. Current Year +3 Records Relating to Careers Advice. Duration of enrolment +3 years c.65 Sex Discrimination Act 1975 c.50 Disability Discrimination Act 1995 Records documenting the design, conduct and review of induction programmes for new students. Completion of induction programme + 5