Territory Records (Records Disposal Schedule – Tertiary Student Management Records) Approval 2007 (No 1) Notifiable instrument ni2007—313



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TERTIARY STUDENT SERVICES 068


The function of supporting individual students throughout their attendance at schools to assist them to undertake and successfully complete their studies. Includes matters affecting the safety, health and general welfare of school students such as domestic violence (child abuse), drug abuse, and support services and programs such as immunisations, counselling, medical assessment, special education programs and distance education arrangements provided by the agency to meet the health and welfare needs of students.
Chaplaincy 195

The provision of chaplaincy services.
Child Care Provision 196

The enrolment and/or attendance of children at the child care facility.
Special Needs Support 197

Provision of services such as assistance to disabled students, foreign students, etc. This may include the provision of special needs services during examinations such as interpreters, reading assistance for sight impaired students, disabled access, etc.
Student Careers Advice 198

Advice on student career and course options.
Student Health and Counselling Services 199

The activities associated with providing counselling to a student for various reasons including unacceptable behaviour, personal problems and medical difficulties. Includes support services and programs such as immunisations, psychological counselling and medical assessments provided by the agency in meeting the health and welfare needs of students. Drug education, Austudy implications, absences, youth support services, intervention and support programs. Also includes the provision of treatment, counselling and advice for medical, dental and personal issues (it does not include career counselling for students or staff).
Student Services liaison 357

The activities associated with internal and external providers for student related services. Including student associations, external service providers including child care facilities.



RECORDS DISPOSAL SCHEDULE

ACCOMMODATION SERVICES 158


The provision of accommodation either through residential facilities or residential placements.

Placement 246


The service of providing accommodation through matching students with private accommodation such as boarding houses.

Entry No.

Description of Records

Disposal Action


158.246.001

Contracts with students relating to accommodation placements.

Destroy 7 years after completion or other termination of agreement or contract
*158.246.001*

158.246.002

Records relating to the provision of accommodation placement services.

Destroy 2 years after action completed
*158.246.002*

Student Accommodation 247


The service of providing accommodation through halls of residence or residential facilities. Also includes the activities associated with managing arrangements for students who do not live at home during term time.

Entry No.

Description of Records

Disposal Action


158.247.001

Contracts with students relating to accommodation.

Destroy 7 years after completion or other termination of agreement or contract
*158.247.001*

158.247.002

Records relating to students and other residents. For example:
- withdrawn or unsuccessful applications;
- enquiries;
- administrative issues such as unauthorised tenancy;
- noise abatement.

Destroy 2 years after action completed
*158.247.002*


TERTIARY STUDENT ADMINISTRATION 065


The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.

Academic Misconduct 178


The activity of managing academic behaviour that is not in accordance with the institution's or school's statutes and rules especially involving work submitted for assessment. Includes undertaking investigations into allegations of suspected cheating or plagiarism and resulting action.

Entry No.

Description of Records

Disposal Action


065.178.001

Records relating to academic misconduct including cheating, plagiarism, fake claims of work done, other forms of deception and dishonesty. Examples of records:
Investigations;
Appeals;
Reporting;
Notification;
Allegations;
Recommendations;
and Disciplinary action taken.

Note: the last action for these records may be the end of an exemption from graduation or enrolment period.



Destroy 7 years after action completed
*065.178.001*

Academic Progress 179


The activity of guiding students' academic progress throughout their course of study including through production of transcripts of final results. Includes regular reports and grades given.

Entry No.

Description of Records

Disposal Action


065.179.001

Records relating to academic progress including unsatisfactory progress, approvals to repeat, warnings, exclusions etc.

Destroy 7 years after action completed
*065.179.001*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Appeals (decisions) 009


The activities involved in the process of appeals against decisions by application to a higher authority. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.009.001

Records relating to appeals for applications for admissions / disputed entry including Summer School.

Destroy 6 months after appeal period has expired or 6 months after action completed, whichever is longer.
*065.009.001*

065.009.002

Records relating to appeals against examination/assessment results including special consideration requests.

Destroy 1 year after action completed
*065.009.002*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Applications (courses) 249


Applications for admission to courses of study offered by the institution (this includes under-graduate, post-graduate and special admission scheme courses). Use Standard, Non-standard, Incomplete or Unsuccessful.

Entry No.

Description of Records

Disposal Action


065.249.001

Applications - Standard

Records relating to admission applications which are for all other successful students. For example:


- Interview records;
- Entry examinations; and
- Correspondence.

Destroy 7 years after action completed
*065.249.001*

065.249.002

Applications - Non-standard

Records relating to admission applications which are for successful students in flexible learning programs in intensive or non-standard modes of delivery, full fee-paying international students, UCC students, higher degree by research students and direct applicants. Examples of records:


- Application forms and supporting interview records;
- Entry examinations;
- Visa/immigration information for overseas students; and
- Correspondence

Destroy 7 years after action completed
*065.249.002*

065.249.003

Application for approval to re-enrol for a third time (into a subject).

Destroy 7 years after action completed
*065.249.003*

065.249.004

Successful applications for postal admission.

Destroy 1 year after action completed
*065.249.004*

TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.



Applications (courses) 249…continued

Applications for admission to courses of study offered by the institution (this includes under-graduate, post-graduate and special admission scheme courses). Use Standard, Non-standard, Incomplete or Unsuccessful.



Entry No.

Description of Records

Disposal Action


065.249.005

Applications - Unsuccessful

Records relating to admission applications which are unsuccessful i.e. offer not made or not accepted/declined. Examples of records:


Application forms and supporting documents;
Interview records;
Entry examinations;
and Correspondence.

[See also - Tertiary Student Administration - Appeals (decisions)]



Destroy 6 months after action completed
*065.249.005*

065.249.006

Unsuccessful applications for postal admission.

[See also Tertiary Student Administration - Appeals (decision))



Destroy 6 months after action completed
*065.249.006*

065.249.007

Applications - Incomplete.

Records relating to admission applications which are missing information/documentation or were incomplete.



Destroy 6 months after acceptance closure date.
*065.249.007*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Apprentices / Trainees 180


The activities associated with combined structured training and paid employment to gain experience in the workplace as well as to achieve a nationally recognised qualification. May include arrangements for work experience.

Entry No.

Description of Records

Disposal Action


065.180.001

Partial completion of new apprentices.

Retain as Territory Archives
*065.180.001*

065.180.002

Employer sign-off letter releasing apprentice.

Retain as Territory Archives
*065.180.002*

065.180.003

Trainee verification of training completion.

Retain as Territory Archives
*065.180.003*

065.180.004

Pre-training package validation of completion of ACT apprenticeship qualifications.

Retain as Territory Archives
*065.180.004*

065.180.005

Trainee / Apprentice certificate of competence report (Training package)

Destroy 7 years after action completed
*065.180.005*

065.180.006

Apprenticeship reports.

Destroy 5 years after completion of course
*065.180.006*

065.180.007

Documents relating to apprentices and trainees including:
- Notification of absences;
- Notification of business;
- New Apprentice / Trainee program plan;
- Absenteeism industry visits;
- Industry contacts;
- Industry visits;
- Log book copy;
- Ability to offer on-the-job training;
- Training extension application;
- Certification process (Proforma 1); and
- ABC document transcript request (Proforma 2).

Destroy 5 years after completion of course
*065.180.007*



TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Audit 013


The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.013.001

Final report of an external audit report (e.g. conducted by an external authority such as the ACT Auditor General's Office) where:
- the audit report is qualified by the auditor; or
- there are major or significant changes to practices.

Retain as Territory Archives
*065.013.001*

065.013.002

Final report of an internal or external audit (e.g. conducted by an external authority such as the ACT Auditor General's Office) where:
- the audit report has been accepted by the auditor; or
- there are no changes, or only minor or routine changes to practices. Includes recommendations and implementation plans.

Destroy 10 years after action completed
*065.013.002*

065.013.003

Planning and conduct of internal and external audits.

Destroy 7 years after action completed
*065.013.003*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Awards, Prizes and Medals 181


The activity of bestowing on students informal awards, scholarships, bursaries, prizes or fellowships. They may take the form of money, medals, certificates, the waiving of fees, merit awards and other forms of acknowledgement of achievement. Some will have conditions placed on the student and/or the institution. This includes both internal and external awards.

Entry No.

Description of Records

Disposal Action


065.181.001

Records relating to significant ongoing or recurring awards such as the Herbert Burton Medal, the Jessie Mary Vasey Scholarship, the Chancellor's Commendation, Institute Medals or the ACT and Region Chamber of Commerce and Industry Prize. Includes records of donors/sponsors, successful applications, nominations and supporting documents as well as records of the decision making process.

Retain as Territory Archives
*065.181.001*

065.181.002

Records relating to other donors, successful applications and nominations to receive awards including records relating to the decision making process.

Destroy 7 years after action completed
*065.181.002*

065.181.003

Records relating to administrative arrangements for the delivery of awards.

Destroy 2 years after action completed
*065.181.003*

065.181.004

Records relating to non-successful applications and nominations for any award.

Destroy 2 years after action completed
*065.181.004*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Cases 016


This activity descriptor should be used where there is a need to keep a number of activities together on one file, for legislative or operational reasons. Case files relate to particular incidents, persons, organisations or clients. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.016.001

Case files holding student records relating to: applications, enrolments, appeals, examination and recognition of prior learning (RPL).

[Use this activity descriptor when there is a need to keep records relating to a number of activities together on one file. can be used where it is considered necessary to keep records relating to particular records together.]



Destroy 7 years after action completed
*065.016.001*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Committees 020


The activities associated with the managing of committees and task forces.
Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.020.001

Records relating to high-level external and internal committees formed to manage or advise on major decisions. Includes final versions of documents:
- establishing the committee;
- terms of reference;
- appointment of members;
- minutes;
- reports;
- recommendations; and
- supporting documents such as briefing and discussion papers.

Retain as Territory Archives
*065.020.001*

065.020.002

Records documenting declarations of members' private interests.

Destroy 7 years after termination of appointment
*065.020.002*

065.020.003

Records relating to other external or internal committees formed to consider specific matters related to academic policy and practices or day-to-day administration under the Tertiary Student Administration function. Includes final versions of documents:
- establishing the committee;
- terms of reference;
- appointment of members;
- minutes;
- reports;
- recommendations; and
- supporting documents such as briefing and discussion papers.

Destroy 5 years after action completed
*065.020.003*

TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.



Committees 020…continued

The activities associated with the managing of committees and task forces.


Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.020.004

Records of working papers and administration of committees. Includes:
- agenda;
- notice of meetings;
- draft minutes; and
- room bookings.

Destroy 6 months after action completed
*065.020.004*

Enquiries 040


The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.040.001

Requests for information about student administration.

Destroy 1 year after action completed
*065.040.001*

065.040.002

Enquiries concerning admission requirements.

Destroy 6 months after acceptance closure date
*065.040.002*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Enrolment 182


The process of registering/enrolling in a course or subject.

Entry No.

Description of Records

Disposal Action


065.182.001

Enrolment records created before 1984. Including cards and microfiche records.

Destroy 50 years after last entry
*065.182.001*

065.182.002

Class enrolment and re-enrolment and student registration forms .

Destroy 7 years after action completed
*065.182.002*

065.182.003

Duplicate Student Records i.e. source documents used to amend duplicate student records removed from Student Information Systems

Destroy 7 years after action completed
*065.182.003*

065.182.004

Records relating to administrative arrangements for enrolments.

Destroy 2 years after action completed
*065.182.004*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Examination and Assessment 186


The process of testing knowledge and understanding of students by examination and other techniques, such as ongoing assessment. Includes arrangements for subject and university entrance examinations.

Entry No.

Description of Records

Disposal Action


065.186.001

Examination assessment returns/or results sheets. Includes amendments to (examination) returns.

Retain as Territory Archives
*065.186.001*

065.186.002

Records relating to assessment results to facilitate transfer of results to electronic storage including:
- Update of results sheets;
- Assessment sheets;
- Consolidated result sheets;
- Consolidated trade sheets;
- Missing results reports; and
- Result late reports.

Destroy 20 years after action completed
*065.186.002*

065.186.003

Records relating to approving completion of a course of studies, including compliance reports.

Destroy 7 years after action completed
*065.186.003*

065.186.004

Examiners/assessors' reports and related records

Destroy 2 years after action completed
*065.186.004*

065.186.005

Records relating to administrative arrangements for examinations and assessments. Examples of records include:
- Arrangements for invigilators;
- Timetables; and
- Eligibility lists.

Destroy 2 years after action completed
*065.186.005*

TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.



Examination and Assessment 186…continued

The process of testing knowledge and understanding of students by examination and other techniques, such as ongoing assessment. Includes arrangements for subject and university entrance examinations.



Entry No.

Description of Records

Disposal Action


065.186.006

Examination scripts / script books, essays, assignments, presentations submitted or completed by students for the purposes of overall assessment or evaluation i.e. work which contributes to the final grade for a subject or course.

Destroy 1 year after action completed
*065.186.006*

065.186.007

Records relating to the grading/marking of individual assessment components of a subject or course.

Destroy 1 year after action completed
*065.186.007*

065.186.008

Records relating to the appointment of examiners, assessors or supervisors.

Destroy 1 year after action completed
*065.186.008*

Exchange Programs 187


The exchange of students between institutions.

Entry No.

Description of Records

Disposal Action


065.187.001

Records relating to applications received for placement as an exchange student. Examples of records:
Application forms;
Correspondence; and
Notification of acceptance/refusal.

Destroy 7 years after action completed
*065.187.001*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Marketing 070


The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.070.001

Records relating to the planning and management of open days.

Destroy 2 years after action completed
*065.070.001*

Modifications 188


Changes to subjects or units as well as personal details (information such as name change, address and telephone/contact detail variations). Includes application forms and supporting documentation such as marriage or birth certificates, statutory declarations.

Entry No.

Description of Records

Disposal Action


065.188.001

Records relating to changes in enrolment or personal information. For example: Course cancellations; Registration variations; and Personal details variations.

Destroy 7 years after action completed
*065.188.001*

065.188.002

Statutory declarations completed by students for:
- Changes to subjects;
- Changes to units; or
- Personal details variations.

Destroy 7 years after action completed
*065.188.002*

065.188.003

Records relating to changes to assessment results.

Destroy 6 months after action completed
*065.188.003*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Payments 077


The activities involved in the preparation and payment of money. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.077.001

Statutory declarations completed by students relating to fees

Destroy 7 years after action completed
*065.077.001*

065.077.002

Applications for: Concessions; Concessions agreements; Refund (completed by student); and Student sponsorship authority.

Destroy 7 years after action completed
*065.077.002*

065.077.003

Records relating to bad debt investigations.

[USE Territory Administrative Records Disposal Schedule FINANCIAL MANAGEMENT- for records relating to debt recovery.]



Destroy 7 years after action completed
*065.077.003*

065.077.004

Records relating to payment by instalment. For example: Payment by Instalment forms; and Payment Plan for Academy of Interactive Entertainment (AIE) and Degree students.

Destroy 7 years after action completed
*065.077.004*

065.077.005

Records relating to the administration of the amenities and service fees including options, waivers extensions

[USE Territory Administrative Records Disposal Schedule FINANCIAL MANAGEMENT for records relating to invoices, payments/receipts, credit notes etc]



Destroy 2 years after action completed
*065.077.005*

065.077.006

Records relating to the administration of the HECS / PELS including options, exemptions, preparation of annual reports and statistics

Destroy 2 years after action completed
*065.077.006*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Policy 080


The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.080.001

Records relating to the development policies. Includes policy proposals, research papers, results of consultations, supporting reports, major drafts and final policy documents.

Retain as Territory Archives
*065.080.001*

065.080.002

Records including working papers relating to the development and implementation of policies.

[See also Territory Administrative Records Disposal Schedule - STRATEGIC MANAGEMENT - Policy]



Destroy 3 years after promulgation of new policy
*065.080.002*

Procedures 082


Standard methods of operating laid down by the agency according to formulated policy. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.082.001

Records relating to the development of procedures. Includes master sets of manuals, handbooks, directives etc.

Destroy 6 months after procedures are superseded
*065.082.001*

065.082.002

Records including working papers relating to the development and implementation of procedures.

[See also Territory Administrative Records Disposal Schedule - STRATEGIC MANAGEMENT - Procedures]



Destroy 1 month after reference ceases or date inactive
*065.082.002*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Recognition of Prior Studies / Learning 189


The activity of assessing and recognizing prior studies undertaken by a student that may satisfy part of the academic requirements of a course in which the student is enrolled. May include recognition of studies undertaken interstate or overseas. Also known as Advanced Standing.

Entry No.

Description of Records

Disposal Action


065.189.001

Records relating to applications/requests for and/or approval of advanced standing or Credit/Status. Examples of records:
- Application forms and supporting documents;
- interview records; and
correspondence.

Destroy 7 years after action completed
*065.189.001*

Reporting 088


The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. [TARDiS]

Entry No.

Description of Records

Disposal Action


065.088.001

Final version of internal formal reports and reports made to external agencies.

Retain as Territory Archives
*065.088.001*

065.088.002

Final versions of periodic internal reports used to monitor and document recurring activities. Includes the collection and reporting of statistical information.

Destroy 3 years after action completed
*065.088.002*

065.088.003

Responses to surveys.

Destroy 3 years after action completed
*065.088.003*

065.088.004

Working papers documenting the development of all reports. Includes drafts and comments received.

Destroy 6 months after action completed
*065.088.004*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Student Attendance 190


Attendance for examinations or other assessment activities and non-accredited programs.

Entry No.

Description of Records

Disposal Action


065.190.001

Class roll books

Destroy 7 years after action completed
*065.190.001*

065.190.002

Records relating to examination / assessment attendance such as attendance lists.

Destroy 6 months after action completed
*065.190.002*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Student Graduation 191


Admission to degree, diploma, certificate, statement of attainment or other qualification.

Entry No.

Description of Records

Disposal Action


065.191.001

Register of graduates. This is the master list of students who graduate (including those who graduate in absentia).

Retain as Territory Archives
*065.191.001*

065.191.002

Non-collected or returned testamurs.

Destroy 75 years after action completed
*065.191.002*

065.191.003

Records relating to the student Application for Award.

Destroy 7 years after action completed
*065.191.003*

065.191.004

Records relating to the receipt / delivery or non-collection of testamurs.

Destroy 3 years after action completed
*065.191.004*

065.191.005

Records documenting administrative arrangements for graduation ceremonies. Includes invitations, guest lists, catering, venue bookings and entertainment.

Destroy 2 years after action completed
*065.191.005*

065.191.006

Records relating to the notification of students of their eligibility to graduate including Obligation Certificates e.g. outstanding financial obligations 'student in default or debt' or non return of materials stops enrolment, having an award conferred or from obtaining documentary evidence of achievements.

Note: Student may appeal. Certificate revoked when situation remedied.



Destroy 1 year after action completed
*065.191.006*

065.191.007

Records relating to the acceptance of students of the offer to graduate e.g. Graduation Ticket Responses.

Destroy 6 months after action completed
*065.191.007*



TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Student Grievances 326


The activities associated with the handling and resolution of grievances. Includes handling complaints over perceived discrimination, harassment by staff or fellow students.

Entry No.

Description of Records

Disposal Action


065.326.001

Records documenting formal grievances lodged by a student and considered either internally within the organisation or by an external body. Includes notes of meetings, reports and recommendations.

[For records covering disciplinary action against a student resulting from a grievance use TERTIARY STUDENT ADMINISTRATION - Student Misconduct

For records covering disciplinary action against a staff member resulting from a grievance use TARDiS PERSONNEL - Discipline]


Destroy 5 years after action completed
*065.326.001*

Student Identification 192


The provision of student identification, usually in the form of student ID cards, including library cards.

Entry No.

Description of Records

Disposal Action


065.192.001

Records relating to the provision or replacement of student identification cards/documents.

Destroy 3 years after action completed
*065.192.001*

065.192.002

Statutory declarations completed by students for replacement card.

Destroy 2 years after action completed
*065.192.002*

065.192.003

Application for a student card.

Destroy 1 year after authority expires
*065.192.003*



TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Student Misconduct 348


The activities and actions associated with the disciplinary process for processing student complaints against fellow students. Includes investigations, charges, punishment and appeals.

Entry No.

Description of Records

Disposal Action


065.348.001

Records documenting agency investigations of student misconduct that result in disciplinary action being taken. Includes appeals against the decision.

Destroy 7 years after action completed
*065.348.001*

065.348.002

Records documenting investigation of misconduct that are unsubstantiated.

Destroy 18 months after investigation is completed
*065.348.002*



Student Transcripts 193


The official record of the marks/grades achieved by a student in the course of the degree or program undertaken. May also be known as final results.

Entry No.

Description of Records

Disposal Action


065.193.001

A student's academic transcript/final results.

Retain as Territory Archives
*065.193.001*

065.193.002

Records relating to requests for and the administration of academic transcripts. For example:
- Authority to release results;
- Applications for official transcripts;
- Unofficial transcripts; or
- Results notice.

Destroy 2 years after action completed
*065.193.002*




TERTIARY STUDENT ADMINISTRATION 065

The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.


Supervision (higher degree students) 250


Management of higher degree students (e.g. Masters and PhD level students) where assessment is not by coursework but by thesis or other significant work.

Entry No.

Description of Records

Disposal Action


065.250.001

Copies of theses or other significant works where the student successfully completed the course.

Retain as Territory Archives
*065.250.001*

065.250.002

Records relating to the supervision of higher degree students where the course is successfully completed.

Destroy 10 years after action completed
*065.250.002*

065.250.003

Copies of theses or other significant works where the student did not successfully complete the course.

Transfer after no longer required to the student
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