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



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RETAIN AS TERRITORY ARCHIVES


Classes for retention as Territory Archives

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*

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*




Classes for retention as Territory Archives

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*

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*

Classes for retention as Territory Archives

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*

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*

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*



Classes for retention as Territory Archives

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*

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*

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*


Records Disposal Schedule – Tertiary Student Management Records October 2007

Unauthorised version prepared by ACT Parliamentary Counsel’s Office


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