Record Example Disposal Class Retain for Student Records Student Files Where student records are stored on the one file and do not include grievance records. Retain 7 years from date of completion or withdrawal of program by the student. Where the student has abandoned their program, retain 10 years from enrolment date. Student applications Application forms (successful and unsuccessful applications); references; supporting documentation PROS16/07 1.1.1 Retain 1 year after final decision made Student selection Interview results, entry examination papers, decision documentation PROS16/07 1.1.1 Retain 1 year after final decision made Student enrolment Cross Institutional Enrolment forms Enrolment Amendment forms Evidence of Eligibility VET PROS16/07 1.1.2 Retain 7 years after date of completion, withdrawal or abandonment by the student Lodge records into the University archives using established procedures. Recognition of Prior Learning Results (Successful applications) Application form Evidence of prior learning provided such as portfolios, resumes or transcripts, assessment undertaken and PROS16/07 1.1.3 Retain 7 years after date of completion, withdrawal or abandonment by the student Lodge records into the University archives
Lodge records into the University archives using established procedure Student Assessments – Higher Education Student assignments, completed exam script books Does not include theses submitted for the award of Honours, Masters and Doctorate Qualifications PROS16/07 2.3.7 FedUni Policy Retain 2 years after administrative use has concluded. *Disposal of these records can be authorised by the Course Lecturer. Student Assessments – VET Apprenticeships and Traineeships Student assignments, completed exam script books PROS16/07 2.3.7 FedUni Policy Retain 7 years after date of completion, withdrawal or abandonment by the student. To be retained on the student file. Lodge records into the University archives using established procedure Student Assessments - VET students or Traineeship Student assignments, completed exam script books PROS16/07 2.3.7 FedUni Policy Retain 7 years after date of completion, withdrawal or abandonment by the student. To be retained on the student file. Lodge records into the University archives using established procedure Result Amendments – made as a result of moderation, or appeal by the student Authorisation to amend result and supporting documentation PROS16/07 2.3.8 Retain 7 years after administrative use has concluded. Lodge records into the University archives using established procedure Apprenticeship marking
Final Assessment Summary record of final results to be awarded to students for each component of study PROS16/07 2.3.1 Permanent Retain as State Archives, transfer to PROV when organisational use has concluded Lodge records into the University archives using established procedure Theses – Masters and Honours Theses, and other outputs submitted for assessment for Masters and Honours qualifications Related documentation / items including artwork, video or sound recordings, specimen collections PROS16/07 2.3.10 Retain until no longer required by institutional research collection Theses – Doctorate Qualifications Theses, and other outputs submitted for assessment for Doctorate qualifications. Other outputs include dissertations, exegeses, creative works or other major works arising from a candidates research PROS16/07 2.3.9 Permanent Retain as State Archives, transfer to PROV when organisational use has concluded Lodge records into the University archives using established procedure Student attendance – Higher education students Class rolls, attendance registers Does not include records of students attending work placement or practicums PROS16/07 2.2.1 Retain 2 years after last entry
Student attendance –Apprenticeship or Traineeship and; TAFE students not undertaking an or Traineeship Class rolls, attendance registers PROS16/07 2.2.1 FedUni Policy Retain 7 years after administrative use has concluded. To be retained on the student file. Lodge records into the University archives using established procedure Student progress Formal and informal review records not included in the committee records, where the student is permanently excluded or expelled from the institution. Includes meeting minutes, academic performance improvement plans, advice and other support documentation PROS16/07 1.4.1 Retain 15 years after date of decision Lodge records into the University archives using established procedure Formal and informal review records not included in the committee records where the student is permitted to continue in their course with or without penalties or sanctions applied. Includes meeting minutes, academic performance improvement plans, advice and other support documentation PROS16/07 1.4.2 Retain 7 years after completion, withdrawal or abandonment by student Lodge records into the University archives using established procedure Student Placements / Professional Work / industry placement PROS16/07 2.2.3 Retain 7 years
Includes tracking changes to approved curriculum over time. Includes master set of approved examination papers, if no other course material is available organisational use has concluded Lodge records into the University archives using established procedures. Program / Course Approvals – Non Award Courses Master record of accredited or approved courses, programs, training packages, modules. Includes tracking changes to approved curriculum over time PROS16/07 2.1.3 Destroy 7 years after accreditation expires or is revoked Course Accreditations and External Recognition Submissions to external organisations for registration, accreditation, evaluation and approval of courses, subjects, units. Includes tracking changes to approved curriculum over time. PROS16/07 2.1.4 Destroy 7 years after accreditation expires or is revoked Lodge records into the University archives using established procedure Moderation of Assessment Examiner reports, sheets, moderation reports, marking guidance provided to staff Includes moderation of theses submitted for the award of AQF levels 8 – 10. PROS16/07 2.3.6 Destroy 2 years after end of appeal period Course Management Timetables, venue rosters, room bookings, working papers, teaching loads / allocations PROS16/07 2.2.2 Destroy after reference use ceases.
Industry Partner / Employer Feedback Feedback about a specific course, unit or program received from industry partners or employers PROS07/01 2.5.1 Retain 2 years from date of last action. Lodge records into the University archives using established procedures Learning and Assessment Plans Learning and assessment plans used in the Standards to show evidence of continuous improvement. FedUni Policy Retain 3 years from the date of cessation. Lodge records into the University archives using established procedures Teaching Staff Qualifications Matrix Staff qualification matrix required for Standards reporting FedUni Policy Retain 2 years after life of relevant program. Lodge records into the University archives using established procedures Student induction / orientation / transition activities Student induction materials, venue bookings, display arrangements PROS16/07 5.3.1 Retain 2 years from date of last action. Parental permission for attendees of orientation and transition activities where the participants are under 18 PROS16/07 5.3.2 Retain 7 years after participant reaches 18 years of age Lodge records into the University archives using established procedures Examination Content Master copy of approved assessment and examination material. Does not include master examination and assessment material where this is the only course or unit material available – use PROS16/07 2.2.2 PROS16/07 2.3.4 Permanent Lodge records into the University archives using established procedures
Examination Content Development Working papers, draft examination question papers, draft assessment tools PROS16/07 2.3.5 Destroy 1 year after action completed Student Evaluations Feedback forms completed by students about a specific course, unit or program. PROS16/07 2.2.6 Retain 7 years after action completed Lodge records into the University archives using established procedures Course / program marketing material – final version. Brochures, course information packs PROS07/01 2.14.2 Retain 7 years after action completed. Lodge records into the University archives using established procedures Student recruitment activities – planning and final product of minor marketing campaigns Records covering arrangements for advertising campaigns, public launches and promotional images; Marketing material; road show documentation; information session files PROS07/01 2.14.2 Retain 7 years after action completed. Lodge records into the University archives using established procedures Administrative Records Committee Agenda’s, Minutes and Papers Contact Records Management to confirm the retention requirements for original records. Hard copy records distributed for information purposes only can be disposed of once administrative use has concluded. A Records Disposal Authorisation form is not required for copies. Contracts and Agreements Signed originals of contracts and agreements should be forwarded to Legal Services. Copies can be retained for business use and disposed of once administrative use has concluded. A Records Disposal Authorisation form is not required for copies.