records retention schedule - gcu · (maximum retention) shred secretariat manager old committees -...

$: RECORDS RETENTION SCHEDULE - GCU · (maximum retention) Shred Secretariat Manager Old Committees - APC Attendance list from meeting (tick box) - Academic Practice Committee N\A Current$
Glasgow Caledonian University Version 3

ACADEMIC REGISTRY

SECRETARIAT

RECORDS RETENTION SCHEDULE

VERSION 3

OCTOBER 2010


Secretariat Activity Areas

1 Senate & Standing Committees

Senate Senate sub committees - Honorary Degrees Senate sub committees - Senate Disciplinary Academic Policy Committee (APC) Research Committee (RC) Equality and Diversity Committee

2 Senate Standing Committee - Sub Committees

APC - Learning and Teaching Sub Committee

APC - Exceptions Committee

RC - Ethics Sub Committee

3 Assessment Regulations

4 Programme Documentation

5 Validation Documentation (Pre Quality Office non current)

6 Student Appeals

7 Student Plagiarism

8 Language Liaison, Central College

9 Overseas Research Students Award Scheme (ORSAS)

10 Archives - Examination Results


11 Memorandum of Agreements (Pre Quality Office)

12 SQA\CNAA\CATS\CNAA

13 Old Committees

Academic Practice Committee

Academic Policy and Planning Committee

Academic Development Committee (Academic Funding Group)

Programme Sub Committees

Review Committee

Assessment Regulations Working Groups

Equality and Diversity Committee

14 Committees - In Attendance

15 Staffing

Activity Area Name of record To Records store

Suggested retention period Method of disposal Authorised by:

(Inactive Period i.e. each session)

(Archive\Shred)


Archive - Examination Results

List documenting loans\return of Results from\to the archives requested by Examination Office.

N\A Termination of loan + 5 years Shredded Secretariat Manager


Memos requesting loan of results from Archive

N\A Last action on request + 1 year

Shredded Secretariat Manager


Documents listing the Results held in Archive

Retain in Unit for permanent reference

Life of Records held in Archive

N\A Secretariat Manager

Assessment Regulations

Assessment Regulations Working Group papers 1995 to 1998

Retained in Unit until disposal

Life of Institution Archive Secretariat Manager


Documentation in connection with amendments\alterations to regulations from other Committees etc


Life of Institution routine paper waste disposal

Secretariat Manager



Retained in Unit until superseded then archived

Life of Institution Archive Academic Registrar


Concise guide to Assessment Regulations

Retained in Unit until superseded then archived


Language Liaison

Franchise Agreement with Central College

Copy held only until no longer required for reference

Copy held for reference while current

Shred copy Secretariat Manager




(Archive\Shred)


Language Liaison

Correspondence with students concerning Language Liaison resit coursework

End of academic sesssion Current academic session + 3 years


Language Liaison

Language Liaison External Assessor Appointment forms EXT1 and EXT2

Held only until no longer required for reference

Termination of appointment + 1 year

Shred copy Master forwarded to Quality Office

Secretariat Manager

Language Liaison

Module Assessment Board Chair Action Sheets

N\A Duplicate copies - As long as required for reference

Signed Master copies lodged with Examinations Office - Duplicate copies Shredded

Secretariat Manager

Language Liaison

Module Assessment Board Minutes and Agendas

When no longer required for reference

Last Action on result decisions + 5 years

Review for Archive Secretariat Manager

Language Liaison

Module Assessment Board Papers\Results


Last Action on result decision + 5 years for Clerk's copy ALL other copies immediately after Assessment Board has been held


Language Liaison

Language Liaison Module Group Minutes\Agendas


Current year + 3 years Shredded Secretariat Manager

Language Liaison

Module approval and development working papers


Life of Programme + 10 years





(Archive\Shred)


Language Liaison

Language Liaison Annual Report


Current session + 5 years shredded - Copy sent to Quality Office on production

Secretariat Manager

Language Liaison

General email correspondence concerning module attachment

When no longer required for routine reference


Language Liaison

Language Liaison Module Group correspondence



Language Liaison

Handbook of QA process for language liaison modules

When superseded Superseded + 3 years Shredded Secretariat Manager

Memorandum of Agreements (Pre 2000\Quality Office)

Memorandum of Agreements in Connection with academic collaborations

Moved from Secretariat to Quality Office Summer 2009

Termination of contract + 5 years

Moved from Secretariat to Quality Office Summer 2010

Secretariat Manager

Old Committees

Briefing Notes for Chair

Annually at end of session Current year + 1 year Shred Secretariat Manager

Old Committees

Agenda and Papers

Annually at end of session Life of Committee + 5 years Archive 1 year after final meeting

Secretariat Manager

Old Committees

Annual Report to Senate


Secretariat Manager

Old Committees

Confirmed Minutes Annually at end of session Life of Committee + 5 years Archive 1 year after final meeting

Secretariat Manager

Old Committees

Membership Annually at end of session Termination of appointment + 5 years

Archive 1 year after final meeting

Secretariat Manager




(Archive\Shred)


Old Committees

Secretary's miscellaneous papers to follow-up actions from meetings

Annually at end of session Current year + 5 years routine paper waste disposal

Secretariat Manager

Old Committees

Signed Chair's Action Sheet

Annually at end of session 6 years after disbandonment of Committee

Shred Secretariat Manager

Old Committees

Terms of Reference Annually at end of session Life of Committee + 5 years Archive 1 year after final meeting

Secretariat Manager

Old Committees

Action Sheets Annually at end of session Current year + 5 years Review for Archive Secretariat Manager

Old Committees

Extract of Minutes Circulated electronically no paper copy retained

Current Session + 1 year deleted Secretariat Manager

Old Committees

Miscellaneous correspondence to members (email only)

electronic only Current year + 1 year deleted Secretariat Manager

Old Committees

Handwritten notes of meetings

Move previous sessions used note books to Records Store annually at end of session

Current session + 3 years Shred Secretariat Manager

Old Committees

Agenda\papers\minutes issued to Committee Members et al by Clerk

N\A Current Session + 1 year (maximum retention)


Old Committees

Attendance list from meeting (tick box)

N\A Current year Shred Secretariat Manager

Old Committees - ADFG

Agenda and Papers - Academic Development Funding Group)


Secretariat Manager




(Archive\Shred)



Confirmed Minutes - Academic Development Funding Group)


Secretariat Manager


Membership - Academic Development Funding Group)

Annually at end of session Termination of appointment + 5 years


Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Academic Development Funding Group)


Secretariat Manager


Terms of Reference - Academic Development Funding Group)


Secretariat Manager


Action Sheets - Academic Development Funding Group)

Annually at end of session Current year + 5 years Review for Archive Secretariat Manager


Miscellaneous correspondence to members (email only) - Academic Development Funding Group)



Handwritten notes of meetings - Academic Development Funding Group)






(Archive\Shred)



Agenda\papers\minutes issued to Committee Members et al by Clerk - Academic Development Funding Group)



Old Committees - APC

Agenda and Papers - Academic Practice Committee


Secretariat Manager


Annual Report to Senate - Academic Practice Committee


Secretariat Manager


Briefing Notes for Chair - Academic Practice Committee



Confirmed Minutes - Academic Practice Committee


Secretariat Manager


Membership - Academic Practice Committee



Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Academic Practice Committee


Secretariat Manager


Signed Chair's Action Sheet - Academic Practice Committee

Annually at end of session Current Year + 5 years Shred Secretariat Manager




(Archive\Shred)



Terms of Reference - Academic Practice Committee


Secretariat Manager


Action Sheets - Academic Practice Committee

Annually at end of session Review for Archive after 5 years

Current year + 5 years Archive Secretariat Manager


Extract of Minutes - Academic Practice Committee

Circulated electronically no paper copy retained



Miscellaneous correspondence to members (email only) - Academic Practice Committee



Handwritten notes of meetings - Academic Practice Committee




Agenda\papers\minutes issued to Committee Members et al by Clerk - Academic Practice Committee




Attendance list from meeting (tick box) - Academic Practice Committee


Old Committees - APPC

Agenda and Papers - Academic Policy and Planning Committee


Secretariat Manager




(Archive\Shred)



Annual Report to Senate - Academic Policy and Planning Committee


Secretariat Manager


Briefing Notes for Chair - Academic Policy and Planning Committee



Confirmed Minutes - Academic Policy and Planning Committee


Secretariat Manager


Membership - Academic Policy and Planning Committee

Annually at end of session When updated + 5 years Archive 1 year after final meeting

Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Academic Policy and Planning Committee


Secretariat Manager


Signed Chair's Action Sheet - Academic Policy and Planning Committee



Terms of Reference - Academic Policy and Planning Committee


Secretariat Manager


Action Sheets - Academic Policy and Planning





(Archive\Shred)


Committee


Extract of Minutes - Academic Policy and Planning Committee




Miscellaneous correspondence to members (email only) - Academic Policy and Planning Committee



Handwritten notes of meetings - Academic Policy and Planning Committee




Agenda\papers\minutes issued to Committee Members et al by Clerk - Academic Policy and Planning Committee




Attendance list from meeting (tick box) - Academic Policy and Planning Committee


Old Committees - ARWG

Agenda and Papers - Assessment Regulations Working Group


Secretariat Manager




(Archive\Shred)



Annual Report to Senate - Assessment Regulations Working Group


Secretariat Manager


Briefing Notes for Chair - Assessment Regulations Working Group



Confirmed Minutes - Assessment Regulations Working Group


Secretariat Manager


Membership - Assessment Regulations Working Group

Annually at end of session When updated + 5 years Shred Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Assessment Regulations Working Group


Secretariat Manager


Signed Chair's Action Sheet - Assessment Regulations Working Group

Annually at end of session Current year + 5 years Shred Secretariat Manager


Terms of Reference - Assessment Regulations Working Group


Secretariat Manager




(Archive\Shred)



Action Sheets - Assessment Regulations Working Group



Extract of Minutes - Assessment Regulations Working Group




Miscellaneous correspondence to members (email only) - Assessment Regulations Working Group



Handwritten notes of meetings - Assessment Regulations Working Group




Agenda\papers\minutes issued to Committee Members et al by Clerk - Assessment Regulations Working Group




Attendance list from meeting (tick box) - Assessment Regulations Working Group


Old Committees - PSC

Agenda and Papers - Programme Sub


Secretariat Manager




(Archive\Shred)


Committee


Confirmed Minutes - Programme Sub Committee


Secretariat Manager


Membership - Programme Sub Committee

Annually at end of session When updated + 5 years Archive 1 year after final meeting

Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Programme Sub Committee


Secretariat Manager


Terms of Reference - Programme Sub Committee


Secretariat Manager


Action Sheets - Programme Sub Committee



Miscellaneous correspondence to members (email only) - Programme Sub Committee



Handwritten notes of meetings - Programme Sub Committee






(Archive\Shred)



Agenda\papers\minutes issued to Committee Members et al by Clerk - Programme Sub Committee



Old Committees - ReviewC

Briefing Notes for Chair - Review Committee



Agenda and Papers - Review Committee


Secretariat Manager


Annual Report to Senate - Review Committee


Secretariat Manager


Confirmed Minutes - Review Committee


Secretariat Manager


Membership - Review Committee



Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Review Committee


Secretariat Manager


Signed Chair's Action Sheet - Review Committee

Annually at end of session 6 years after disbandonment of Committee



Terms of Reference - Review Committee


Secretariat Manager




(Archive\Shred)



Action Sheets - Review Committee



Extract of Minutes - Review Committee



Senate Sub Committee - Senate Disciplinary Committee (SDC)

Membership List (SDC)



Handwritten notes of meetings - Review Committee




Agenda\papers\minutes issued to Committee Members et al by Clerk - Review Committee




Attendance list from meeting (tick box) - Review Committee


Old Committees (AQSC)

Academic Quality and Standards Committee - 2001 Audit paperwork

Retained in Unit for reference until disposal

Life of Committee + 5 years Review for Archive 0

ORSAS Confirmation to Student of Award and Funding

Retain in Unit for 10 years Current financial year + 6 years


ORSAS Record of funding from SFC

Retain in Unit until disposal Current financial year + 6 years





(Archive\Shred)


ORSAS Annual Master list containing details including names, country, subject area, level of funding, and successful\unsuccessful award of funding

Retain in Unit until disposal 7 years from session of award

7 Years from session of award


ORSAS Application Form completed and signed by student (Successful applicants)


Current financial year + 6 years


ORSAS Application Form completed and signed by student (Unsuccessful applicants)

Retained in Unit for reference until disposal (2 years after session of application)

Current session + 2 years Shredded Secretariat Manager

ORSAS Monitoring Form (Single Sheet)

Retained in Unit for reference until disposal (2 years after session of application)

Current session + 2 years Shredded Secretariat Manager

Programme Documentation

Definitive Programme Documents

Moved directly to Archive 1 year after effective withdrawal date


Archive 1 year after effective withdrawal date

Secretariat Manager

Senate & Standing Committees - Equality and Diversity Committee

Agenda\papers\minutes issued to Committee Members et al by Clerk - Equality and Diversity Committee






(Archive\Shred)


Senate & Standing Committees - Equality and Diversity Committee (Held by Secretariat Until Summer 2009)

Extract of Minutes - Equality and Diversity Committee




Miscellaneous correspondence to members (email only) - Equality and Diversity Committee



Handwritten notes of meetings - Equality and Diversity Committee






(Archive\Shred)



Attendance list from meeting (tick box) - Equality and Diversity Committee



Action Sheets - Equality and Diversity Committee

Records transferred to OD Summer 2009



Secretariat Manager


Agenda and Papers - Equality and Diversity Committee




Secretariat Manager




(Archive\Shred)



Annual Report to Senate - Equality and Diversity Committee




Secretariat Manager


Briefing Notes for Chair - Equality and Diversity Committee




Secretariat Manager


Confirmed Minutes - Equality and Diversity Committee




Secretariat Manager




(Archive\Shred)



Membership - Equality and Diversity Committee




Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Equality and Diversity Committee



routine paper waste disposal

Secretariat Manager


Signed Chair's Action Sheet - Equality and Diversity Committee




Secretariat Manager




(Archive\Shred)



Terms of Reference - Equality and Diversity Committee



Archive Secretariat Manager

Senate & Standing Committees - (RC) Ethics Sub Committee

Briefing Notes for Chair - Ethics Sub Committee



Membership - Ethics Sub Committee

Annually at end of session When updated + 5 years Shred Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Ethics Sub Committee


Secretariat Manager




(Archive\Shred)



Signed Chair's Action Sheet - Ethics Sub Committee



Action Sheets - Ethics Sub Committee




Extract of Minutes - Ethics Sub Committee




Miscellaneous correspondence to members (email only) - Ethics Sub Committee



Handwritten notes of meetings - Ethics Sub Committee






(Archive\Shred)



Agenda\papers\minutes issued to Committee Members et al by Clerk - Ethics Sub Committee




Attendance list from meeting (tick box) - Ethics Sub Committee



Annual Report to Senate - Ethics Sub Committee

Annual at end of session Review for Archive after 5 years

Life of Committee + 5 years Archive Secretariat Manager


Confirmed Minutes - Ethics Sub Committee




Terms of Reference - Ethics Sub Committee






(Archive\Shred)



Agenda and Papers - Ethics Sub Committee



Senate & Standing Committees - Academic Policy Committee (APC)

Action Sheets - APC




Briefing Notes for Chair - APC



Secretary's miscellaneous papers to follow-up actions from meetings - APC


Secretariat Manager




(Archive\Shred)



Signed Chair's Action Sheet - APC



Extract of Minutes - APC




Miscellaneous correspondence to\from members (email only) - APC



Handwritten notes of meetings - APC






(Archive\Shred)



Agenda\papers\minutes issued to Committee Members et al by Clerk - APC




Attendance list from meeting (tick box) - APC



Agenda and Papers - APC




Annual Report to Senate - APC






(Archive\Shred)



Confirmed Minutes - APC




Membership - APC Annually at end of session Review for Archive after 5 years

When updated + 5 years Archive Secretariat Manager


Terms of Reference - APC



Senate & Standing Committees - Research Committee (RC)

Secretary's miscellaneous papers to follow-up actions from meetings - Arc


Secretariat Manager


Signed Chair's Action Sheet - RC





(Archive\Shred)



Action Sheets - RC Annually at end of session Review for Archive after 5 years



Extract of Minutes - RC




Miscellaneous correspondence to members (email only) - RC



Handwritten notes of meetings - RC




Agenda\papers\minutes issued to Committee Members et al by Clerk - RC






(Archive\Shred)



Attendance list from meeting (tick box) - RC



Agenda and Papers - RC




Annual Report to Senate - RC




Confirmed Minutes - RC




Membership - RC Annually at end of session Review for Archive after 5 years

Termination of appointment + 5 years





(Archive\Shred)



Terms of Reference - RC



Senate & Standing Committees - Senate

Briefing Notes for Chair - Senate

Annually at end of session Current year + 1 year shred Secretariat Manager


Secretary's miscellaneous papers to follow-up actions from meetings - Senate


Secretariat Manager


Signed Chair's Action Sheet - Senate



Action Sheets - Senate




Extract of Minutes - Senate




Senate Highlights Circulated electronically no paper copy retained

Current session + 1 year deleted Secretariat Manager




(Archive\Shred)



Miscellaneous correspondence to members (email only) - Senate



Handwritten notes of meetings - Senate




Agenda\papers\minutes issued to Committee Members et al by Clerk - Senate




Attendance list from meeting (tick box) - Senate



Agenda and Papers - Senate




Annual Report to Court - Senate




Confirmed Minutes - Senate




Membership - Senate


Termination of appointment + 5 years





(Archive\Shred)



Terms of Reference - Senate



Senate Standing Committee Sub Committees - APC Exceptions Committee

Covering email with application to panel members (members differ on case to case basis)

Deleted after one year (Hard copy retained with file)

Email deleted after 1 year File Hard copy retained for Current year + 1 year

Delete Secretariat Manager


Covering email with application to panel members (members differ on case to case basis)

Hard copy retained in file until disposal

Current year + 1 year Shred Secretariat Manager


Aide Memoire of meetings to agree decision (only when issue is not straight forward)

Retain in Unit until review for Archive 6 years from Case





(Archive\Shred)



Application for Exemption from Programme Board





Outcome Statement of Decision on the Application for Exemption




Record of Case Numbers and Outcome Documents




Record of Cases and Panel members






(Archive\Shred)



Correspondence to Programme Board\Quality Office\Examination Office (with attached Outcome Statement Sheet)

Retained in Unit until review for disposal 6 years after case.

Current year + 5 years Shred Secretariat Manager


Response from panel members indicating (dis)agreement and comments

Retained in Unit until review for disposal 6 years after case.

Current year + 5 years Shred Secretariat Manager

Senate Standing Committee Sub Committees - APC Learning and Teaching Sub Committee

Action Sheets - Learning and Teaching Sub Committee






(Archive\Shred)



Briefing Notes for Chair - Learning and Teaching Sub Committee



Secretary's miscellaneous papers to follow-up actions from meetings - Learning and Teaching Sub Committee


Secretariat Manager


Signed Chair's Action Sheet - Learning and Teaching Sub Committee





(Archive\Shred)



Extract of Minutes - Learning and Teaching Sub Committee




Miscellaneous correspondence to members (email only) - Learning and Teaching Sub Committee



Handwritten notes of meetings - Learning and Teaching Sub Committee






(Archive\Shred)



Agenda\papers\minutes issued to Committee Members et al by Clerk - Teaching Sub Committee




Attendance list from meeting (tick box) - Learning and Teaching Sub Committee



Agenda and Papers - Learning and Teaching Sub Committee






(Archive\Shred)



Annual Report to Senate - Learning and Teaching Sub Committee




Confirmed Minutes - Learning and Teaching Sub Committee




Membership - Learning and Teaching Sub Committee


When updated + 5 years Archive Secretariat Manager




(Archive\Shred)



Terms of Reference - Learning and Teaching Sub Committee



Senate Sub Committee - Honorary Degree Committee (HDC)

Email correspondence re nominations Honorary Degrees

Annually at end of session Conferment of Award + 1 year



Formal nomination with Nomination Form, CV and additional information

Annually at end of session Conferment of Award + 1 year



corresondence concerning the arrangements for meeting of committee



Agenda and list of nominations to be considered by Committee for Honorary Degree

Annually at end of session Life of committee + 5 years Shred Secretariat Manager




(Archive\Shred)



Minutes Annually at end of session Review for Archive after 5 years

Live of Committee + 5 years Archive Secretariat Manager


Clerk's Handwritten notes of meeting




Terms of Reference (HDC)

When superseded Life of Committee + 5 years Shred Secretariat Manager


Membership (HDC) When superseded Termination of membership + 5 years



HDC Guidance Notes for Nomination of Honorary Degrees

When superseded Superseded + 5 years Shred Secretariat Manager




(Archive\Shred)



Minutes (SDC) Annually at end of session Review for Archive after 5 years



Confidential Annex of Minutes (SDC)

Annual at end of session last action on case + 5 years Confidential waste Secretariat Manager


Notification and Report of Case (including any evidence) - (SDC)

Last action on case last action on case + 5 years Confidential waste Secretariat Manager


Correspondence with Assessment Board Chair, Programme Organiser etc (advising of case and requesting the with holding of assessment marks) (SDC)



Report from Examinations Office concerning Case (SDC)





(Archive\Shred)



Correspondence concerning the formation of the Disciplinary Committee Panel (SDC)



Response and comments from Module Leader concerning relevance of evidence (SDC)



Email containing scanned evidence inviting comments on case from Module Leader (SDC)



Allegation concerning case (SDC)



Correspondence to student advising of allegation, including copies of relevant documentation (SDC)





(Archive\Shred)



Schedule of cases to be considered by Committee (SDC)



Case paperwork issued to Committee (SDC) (Master Copy held by Secretariat Clerk)



Correspondence to student advising of the outcome and penalty set by Committee. (SDC)



Chair of Senate SDC decision Action Forms (SDC)

Last action on case last action on case + 5 years Shred Secretariat Manager


Clerk's handwritten notes from Committee meeting (SDC)






(Archive\Shred)



Terms of Reference and Composition (As set out in GCU Code of Student Discipline) (SDC)

When superseded Superseded + 5 years Routine waste paper disposal

Secretariat Manager


Membership List (SDC)

When superseded Termination of membership + 5 years


SQA\CNAA\CATS\CNAA

FITLS Learning & Teaching Fund 1995 - Award Application Forms




SQA\CNAA\CATS\CNAA

Handbooks of Quality Assurance procedures 1993 - 2002


Current academic year + 5 years


SQA\CNAA\CATS\CNAA

HEQC 1994 Audit Report - GCU




SQA\CNAA\CATS\CNAA

HEQC 1995 Audit Report and Response - GCU




SQA\CNAA\CATS\CNAA

HEQC 1996 Audit Report - GCU




SQA\CNAA\CATS\CNAA

Joint Planning Group for Quality Assurance (Fraser Report) 1995 - 96







(Archive\Shred)


SQA\CNAA\CATS\CNAA

QAA - 2000 Continuation Audit miscellaneous papers




SQA\CNAA\CATS\CNAA

Scottish Quality Management System (SQMS) 1994 - 1995 Miscellaneous




SQA\CNAA\CATS\CNAA

SHEFC Joint Review Group on Quality Assurance (Miller Report) 1996




SQA\CNAA\CATS\CNAA

SHEFC Quality Assessment - Cognate Area Assessments 1992 - 1997




SQA\CNAA\CATS\CNAA

SHEFC Quality Assessment 1995 - 1996




SQA\CNAA\CATS\CNAA

SHEFC Quality Assessment Miscellaneous 1989 - 1994




SQA\CNAA\CATS\CNAA

SHEFC Subject Review 2000\2001




SQA\CNAA\CATS\CNAA

SHEFC Teaching Quality Outcomes - GCU 1994 - 1998




SQA\CNAA\CATS\CNAA

SQA Moderation (External Audits) 2000 + 2002







(Archive\Shred)


SQA\CNAA\CATS\CNAA

SQA Visits 1998 - 2002




SQA\CNAA\CATS\CNAA

SVQs - University Discussion Paper and general information 1997 - 1999




SQA\CNAA\CATS\CNAA

??? Partnership Awards 1994 - Application Forms




Staffing Absence documentation

N\A Held while in current use Original\master copies forwarded to HR Duplicate copies confidential waste

Departmental Secretary

Staffing All documentation concerning staff grievances, disciplinary matters

N\A Closure of case Original\master copies forwarded to HR Duplicate copies confidential waste

Secretariat Manager\Academic Registrar

Staffing Correspondence with staff\HR\FO concerning admin\authorisation\payment of maternity leave and maternity leave entitlement

N\A While current Original\master copies forwarded to HR Duplicate copies confidential waste


Staffing Employee Reference requests & responses given in confidence

N\A Provision of reference + 1 year

Confidential waste or where appropriate forward to HR





(Archive\Shred)


Staffing Holiday Cards N\A Current holiday leave year Transferred to HR at end of holiday leave year

Departmental Secretary

Staffing Internal Authorisation for Recruitment Documentation - post approval documentation\post profiles\advert

N\A Whilst in use or post filled (current year + 1 year)

Original\master copies forwarded to HR\duplicate copies confidential waste


Staffing PAR - OD Learning Development Co-ordinator reports - training requirement\request forms

N\A Completion of Actions Original\master copies forwarded to HR\duplicate copies confidential waste

Staff of Secretariat

Staffing Staff Recruitment Application Forms & HR appointment pack

N\A After recruitment process has been completed

Return to HR Secretariat Manager\Academic Registrar

Staffing Temporary Agency admin staff - copy of record of hours worked

N\A Date of record + 2 years Shredded Secretariat Manager

Staffing PAR Forms completed\signed copy

When superseded Superseded + 3 years Shredded All Staff - Secretariat

Student Appeals

Completed Academic Appeal Forms

On closure of case Last action on case + 5 years Shred Secretariat Manager

Student Appeals

Correspondence with student





(Archive\Shred)


Student Appeals

Chair of Academic Appeal decision on appeal


Student Appeals

Student Appeal database


Student Plagiarism

Minor Plagiarism Offences - Correspondence from School advising of penalty and outcome of investigation


Student Plagiarism

Major Plagiarism Offences - correspondence with School


Student Plagiarism

Major Plagiarism Offences - completed Cheating and Plagiarism Major Offence Proforma


Student Plagiarism

Correspondence with Plagiarism Assessors


Student Plagiarism

Plagiarism Assessor Report


Student Plagiarism

Major Plagiarism Offences - Pack of evidence

Returned to School on closure of case

Period of Investigation Returned to School on closure of case

Secretariat Manager

Student Plagiarism

Register of Plagiarism Offences


Last action on case + 5 years Shred Secretariat Manager




(Archive\Shred)


Validation (Pre Quality Office)

Programme Validation - Chair Action Sign Off Sheet

Moved directly to Archive Life of Programme + 10 years



Programme Validation - Extracts of Programme Development Board Minutes




Programme Validation - Letters from Professional Bodies




Programme Validation - Panel Reports




Programme Validation - Programme Team responses to Panel Reports




Programme Validation - General Correspondence concerning arrangements for catering, room booking, travel arrangements etc

Retain in Unit until disposal 1 year after event routine paper waste disposal\shred

Secretariat Manager


Programme Validation -Programme of Event

Retain in Unit until disposal 1 year after event Shred Secretariat Manager




(Archive\Shred)



Reference material used at validation events 1996 - 2000

Retain in Unit until disposal Life of Programme + 10 years
