Australian Capital Territory
Territory Records (Records Disposal Schedule – Tertiary Student Management Records) Approval 2004 (No 1)
Notifiable instrument NI2004—338
made under the
Territory Records Act 2002, s 19 (Approval of schedules for the disposal of records)

I approve the Records Disposal Schedule – Tertiary Student Management Records.

David Wardle
Director of Territory Records
1 September 2004

Records Disposal Schedule
Tertiary Student Management Records

Introduction
Purpose
Scope
Authority
Structure and relationship to the Territory Version of Keyword AAA
Territory Version of Keyword AAA
Guidelines for use
Coverage of authority
Format of record
Electronic records
Destruction of records
Updating the Records Disposal Schedule
Assistance in using the Records Disposal Schedule
RELATED LEGISLATION
Definitions
Agency
Appraisal
Business Classification Scheme
HECS
OLSAS
PELS
Principal Officer
Records
Records of an Agency
Records Disposal Schedule
Records Management Program
Recordkeeping Systems
Scope Note
Sentencing
Territory Archives
BUSINESS CLASSIFICATION SCHEME
ACCOMMODATION SERVICES
Placement
Student Accommodation
TERTIARY STUDENT ADMINISTRATION
Academic Misconduct
Academic Progress
Appeals (decisions)
Applications (courses)
Apprentices / Trainees
Awards, Prizes and Medals
Enquiries
Enrolment
Examination and Assessment
Exchange Programs
Marketing
Modifications
Payments
Recognition of Prior Studies / Learning
Reporting
Student Attendance
Student Graduation
Student Identification
Student Transcripts
Supervision (higher degree students)
TERTIARY STUDENT SERVICES
Associations
Chaplaincy
Child Care Provision
Special Needs Support
Student Careers Advice
Student Health and Counselling Services
RECORDS DISPOSAL SCHEDULE
RETAIN AS TERRITORY ARCHIVES

Introduction
The Records Disposal Schedule – Tertiary Student Management Records is the official authority for the disposal of records relating to student management matters. 

It is one of a series of Records Disposal Schedules authorised by the Director of Territory Records in accordance with the provisions of the Territory Records Act 2002. It is to be used in conjunction with the Territory Administrative Records Disposal Schedule (TARDiS). 

Purpose
The purpose of this Records Disposal Schedule is to provide for the authorised disposal of Tertiary Student Management records created or maintained by ACT Government agencies. 

Scope
This Records Disposal Schedule applies to all ACT Government agencies as defined in the Territory Records Act 2002. 

It applies to records in any format, including electronic records. 

Authority
The Director of Territory Records, in consultation with stakeholders and the Territory Records Advisory Council, has approved this Records Disposal Schedule for use. The schedule does not take effect until is has been incorporated into an agencies Records Management program that has been signed of by the Principal Officer of the agency. 

Even so, officers using this Records Disposal Schedule should apply it with caution. They should be aware that the authorisations for disposal are given in terms of the Territory Records Act 2002 only. Officers must not dispose of records in contravention of this Records Disposal Schedule or other requirements. 

This Records Disposal Schedule will remain in force until a new schedule supersedes it or the Director of Territory Records withdraws it from use. 

Structure and relationship to the Territory Version of Keyword AAA
A Records Disposal Schedule generally specifies retention periods. That is, how long records are to be retained by the agency before being destroyed or retained as Territory Archives. 

Retention periods set down in this schedule are minimum periods only and an agency may keep records for a longer period if considered necessary for business requirements. Reasons for longer retention could include legal requirements, administrative need or agency directives. An agency must not dispose of any records where it is aware of possible legal action for which the records may be required as evidence. 

The Records Disposal Schedule – Tertiary Student Management Records has a hierarchical structure that reflects its arrangement according to functions and activities, rather than by subject, and its close relationship to the Territory Version of Keyword AAA. The Records Disposal Schedule is designed to be applicable to all Tertiary Student Management records regardless of titling conventions used, so that records, which have not been titled using the terminology represented by this Records Disposal Schedule, may still be sentenced with relative ease. 

Territory Version of Keyword AAA
The Territory Version of Keyword AAA is the general administrative thesaurus produced by the Territory Records Office. The structure and terms used in this Records Disposal Schedule are closely related to those used in the Territory Version of Keyword AAA, which is based on functional analysis of business activity. This methodology (ie. the analysis of business activity) produces a hierarchical model of an organisation's business activity. The hierarchical model also represents a classification scheme for the records that document functions, activities and transactions. 

The disposal actions listed in this Records Disposal Schedule were determined through the process of appraisal in accordance with Territory Records Office Standard for Records Management No.2 - Appraisal. Appraisal is based upon the same type of analysis of business activity employed in the classification scheme used in the Territory Version of Keyword AAA. Essentially, appraisal involves attaching record retention periods and disposal decisions (and even records creation requirements and rules) to the same classification scheme. 

 Guidelines for use
Coverage of authority
The Records Disposal Schedule – Tertiary Student Management Records: 
•	covers all Tertiary Student Management records divided into the following functions: 
•	ACCOMMODATION SERVICES, 
•	STUDENT ADMINISISTRATION, and 
•	STUDENT SERVICES. 
•	is intended to cover most Tertiary Student Management records common to all ACT Government agencies; 
•	is intended to be used in conjunction with TARDiS; 
•	specifies the minimum period records should be kept (retention periods); 
•	specifies whether, upon the expiry of the retention periods, the records may be destroyed or are required as Territory Archives; and 
•	is applicable to records created and maintained in any format, including electronic or formats such as microfiche. 

Layout of the schedule
This Records Disposal Schedule begins with an introduction incorporating definitions and the business classification scheme. Then each of the functions and activity disposal sets or ‘disposal classes’ relating to the functions are described. These are followed by a composite list of classes designated ‘Retain as Territory Archives’. The functions and activity disposal sets show the following details: 

Function This is the broad level business function and is displayed in bold capital letters at the top of each page. It is the highest level in the business classification scheme. It is followed by the scope note, which provides definitions of the function and a collective view of the business activities that make that function unique. 

Activity Activities are the processes or operations that make up the business function. They are set in bold and italics below the function statement. This is the second level of the business classification scheme. The scope of the activity encompasses all of the transactions that take place in relation to this activity. Activities can relate to many functions with the scope notes covering all of these relationships (eg the activity ‘Policy’ is linked to all of the functions). However, each function and activity set represents a unique unit. 

Entry No. This is the disposal class number allocated based on the function and activity set and the class number of the record. The barcode is the same as the Entry No., and may be used in an automated recordkeeping system. 

Description of Records
This is the description of the records documenting the business function, activity and transactions. The descriptions can relate to one record such as a register or a group of records documenting a particular set of transactions. 

Disposal Action
This is the minimum period a record must be kept for and is the trigger event from which the disposal date can be calculated. 

Format of record
This Records Disposal Schedule is applicable to any record that performs the function prescribed, irrespective of format. Records may include: 
•	cards, 
•	registers, 
•	files, 
•	microfilm, 
•	microfiche, 
•	COM (computer output microfiche), 
•	electronic records, including various electronic media, and 
•	any other formats. 

Electronic records
Refers to records created, communicated and maintained by means of electronic equipment. Information could be maintained/stored in a number of ways - on the database (the main database, or a special archives database); on magnetic media; on optical disks; or on separate hardcopy (paper, COM). 

Electronic records must be readily accessible for the length of the specified retention period. Routine treatment (such as wiping, updating, alterations or rerecording) does constitute disposal. 

Destruction of records
When the approved disposal date for the destruction of records has been reached, appropriate arrangements for their destruction should be made. It is the responsibility of each agency to ensure that its records are destroyed in a secure and appropriate manner as indicated in the agency Records Management Program. 

Updating the Records Disposal Schedule
Records Disposal Schedules are reviewed and updated from time to time. For suggested amendments or alterations to this schedule please contact the Director of Territory Records. 

Assistance in using the Records Disposal Schedule
Agencies requiring any assistance in the interpretation or implementation of any Records Disposal Schedule are encouraged to contact the Director of Territory Records. 

RELATED LEGISLATION

The following legislation is related to the record classes covered by this Records Disposal Schedule: 

Territory Records Act 2002 
Canberra Institute of Technology Act 1987 
University of Canberra Act 1989 
University of Canberra Regulations 
Hotel School Act 1996 
Vocational Education and Training Act 1995 
Vocational Education and Training Regulations 
Administrative Appeals Tribunal Act 1989 
Administrative Decisions (Judicial Review) Act 1989 
Associations Incorporation Act 1991 
Business Names Act 1963 
Business Names Regulations 
Discrimination Act 1991 
Drugs of Dependence Act 1989 
Drugs of Dependence Regulations 
Education Act 1937 
Education Services for Overseas Students (Registration and Regulation of Providers) Regulations 
Education Services for Overseas Students (Registration and Regulation of Providers) Act 1994 
Commonwealth (Dept of Education, Training and Youth Affairs) National code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 
Evidence Act 1971 
Evidence Regulations 
Evidence (Miscellaneous Provisions) Act 1991 
Freedom of Information Act 1989 
Freedom of Information Regulations 
Health and Community Care Services Act 1996 
Health Records (Privacy and Access) Act 1997 
Commonwealth Higher Education Funding Act 1988 
Landlord and Tenant Act 1899 
Medical Practitioners Act 1930 
Medical Services (Fees) Act 1984 
Medical Treatment Act 1994 
Mental Health (Treatment and Care) Act 1994 
Nurses Act 1988 
Occupational Health and Safety Act 1989 
Occupational Health and Safety Regulations 1991 
Occupational Health and Safety (Manual Handling) Regulations 
Ombudsman Act 1989 
Ombudsman Regulations 
Poisons Act 1933 
Poisons and Drugs Act 1978 
Poisons and Drugs Regulations 1993 
Poisons Regulations 1933 
Commonwealth Privacy Act 1988 
Psychologists Act 1994 
Public Health Regulations 2000 
Residential Tenancies Act 1997 
Residential Tenancies Regulations 
Royal Commissions Act 1991 
Commonwealth Use of Animals for Scientific Purposes 
Australian Code of Practice for Care and Use of Animals for Scientific Purposes. 

Definitions

Agency
The Executive, an ACT Court, the Legislative Assembly Secretariat, an administrative unit, a Board of Inquiry, a Judicial or Royal Commission, any other prescribed authority, or an entity declared under the regulations of the Territory Records Act 2002 to be an agency. 

Appraisal
The process of evaluating business activities to:

•	determine which records need to be captured; 
•	how long the records need to be kept to meet business needs; and 
•	meet the requirements of organisational accountability and community expectations. 

Business Classification Scheme
A hierarchical scheme for identifying and defining the functions, activities and transactions an agency performs in the conduct of its business, and the relationships between them. 

HECS
Higher Education Contribution Scheme

OLSAS
On Line Student Administration System

PELS
Postgraduate Education Loans Scheme

Principal Officer
The Chief Executive of an administrative unit or its equivalent in other types of agencies. 

Records
Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business. This recorded information must be maintained or managed by the agency to provide evidence of their business activities. Records can be in written, electronic or any other form. 

Records of an Agency
Records, in writing, electronic or any other form, under the control of an agency or to which it is entitled to control, kept as a record of its activities, whether it was created or received by the agency. 

Records Disposal Schedule
A document approved by the Director of Territory Records, which sets out the types of records an agency must make and how long they must be kept. 

Records Management Program
A document which complies with section 16 of the Territory Records Act 2002 by setting out the means by which an agency will manage its records, and is approved by the agency’s Principal Officer. 

Recordkeeping Systems
Information systems that capture, maintain and provide access to records over time. While the term is often associated with computer software, Recordkeeping Systems also encompass policies, procedures, practices and resources which are applied within an agency to ensure that full and accurate records of business activity are made and kept. 

Scope Note
An explanation of terms used in describing the records and the context in which they were made and used. 

Sentencing
The process of applying appraisal decisions to individual records by determining the part of a Records Disposal Schedule which applies to the record and assigning a retention period consistent with that part. 

Territory Archives
Records preserved for the benefit of present and future generations. 

BUSINESS CLASSIFICATION SCHEME 

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

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

Student Accommodation
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.

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

Academic Misconduct
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.

Academic Progress
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.

Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority.

Applications (courses)
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.

Apprentices / Trainees
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.

Awards, Prizes and Medals
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.

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

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

Examination and Assessment
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.

Exchange Programs
The exchange of students between institutions.

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

Modifications
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.

Payments
The activities involved in the preparation and payment of money.

Recognition of Prior Studies / Learning
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.

Reporting
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.

Student Attendance
Attendance for examinations or other assessment activities.

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

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

Student Transcripts
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.

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

TERTIARY STUDENT SERVICES
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.

Note: the disposal classes within this function can only be applied to records created or received by the institution in the conduct of business. This should not be applied to records created by external bodies such as the students' union or other student bodies. The records which are covered are those created by the institution because of its relationships with those external bodies.

Associations
The relationship between the institution and student associations such as the Student Residents Association, the Students' Union, sporting clubs, special interest groups etc.

Chaplaincy
The provision of chaplaincy services.

Child Care Provision
The enrolment and/or attendance of children at the child care facility.

Special Needs Support
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
Advice on student career and course options.

Student Health and Counselling Services
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).

RECORDS DISPOSAL SCHEDULE

ACCOMMODATION SERVICES
The provision of accommodation either through residential facilities or residential placements.
Placement
The service of providing accommodation through matching students with private accommodation such as boarding houses.
Entry 	Description of Records	Disposal Action
1.17.1	Contracts with students relating to accommodation 	Destroy 7 years after 
*1.17.1*	placements.	last action
1.17.2	Records relating to the provision of accommodation 	Destroy 2 years after
*1.17.2*	placement services.	last action	
Student Accommodation
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 	Description of Records	Disposal Action
1.20.1	Contracts with students relating to accommodation.	Destroy 7 years after 
*1.20.1*	last action

1.20.2		Records relating to students and other residents.		     Destroy 2 years after *1.20.2*								      last action	
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.
Academic Misconduct
The activity of managing academic behaviour that is not in accordance with the institutions or schools statutes and rules especially involving work submitted for assessment. Includes undertaking investigations into allegations of suspected cheating or plagiarism and resulting action.
Entry 	Description of Records	Disposal Action
2.1.1	Records relating to academic misconduct including 	Destroy 7 years after 
*2.1.1*	cheating, plagiarism, fake claims of work done, other 	action completed
	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.

Academic Progress
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 	Description of Records	Disposal Action
2.2.1	Records relating to academic progress including 	Destroy 7 years after *2.2.1*	unsatisfactory progress, approvals to repeat, warnings, 	action completed		exclusions etc.

Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority.

Entry 	Description of Records	Disposal Action
2.3.1	Records relating to appeals for applications for 	Destroy when appeal 
*2.3.1*	admissions / disputed entry including Summer School.	period has expired or 
	6 months after action 
	completed, whichever
	is longer.
2.3.2	Records relating to appeals against 	Destroy 1 year after 
*2.3.2*	examination/assessment results including special 	action completed
	consideration requests.	
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.

Applications (courses)
Applications for admission to courses of study offered by the institution (this includes under-graduate, post-graduate and special admission scheme courses).
Entry 		Description of Records					Disposal Action
2.4.1	Applications - Standard	Destroy 7 years after 
*2.4.1*	Records relating to admission applications which are for 	last action
	all other successful students. For example:
	Interview records; 
	Entry examinations; and
	Correspondence.

2.4.2	Applications - Non-standard				    Destroy 7 years after 
*2.4.2*	Records relating to admission applications which are for 	last action
	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 
	documents;
	Interview records;
	Entry examinations;
	Visa/immigration information for overseas students; and
	Correspondence
2.4.3	Applications - Incomplete	Destroy 6 months 
*2.4.3*	Records relating to admission applications which are 	after acceptance
                           missing information/documentation or were incomplete.	closure date.	

2.4.4	Applications - Unsuccessful	Destroy 6 months 
*2.4.4*	Records relating to admission applications which are 	after action completed
	unsuccessful  i.e. offer not made or not accepted/declined. 
	Examples of records:
	Application forms and supporting documents;
	Interview records;
	Entry examinations; and
	Correspondence.

2.4.5	Unsuccessful applications for postal admission.		    Destroy 6 months 
*2.4.5*	after action completed

2.4.6                   Successful applications for postal admission.	Destroy when 
*2.4.6*	reference ceases

2.4.7                   Application for approval to re-enrol for a third time (into 	Destroy 7 years after *2.4.7*           a subject).	last action

TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.
Apprentices / Trainees
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 	Description of Records	Disposal Action
2.5.1	Partial completion of new apprentices.	Retain as Territory 
*2.5.1*	Archives 

2.5.2                   Employer sign-off letter releasing apprentice.	Retain as Territory *2.5.2*	Archives

2.5.3                   Trainee verification of training completion.	Retain as Territory 
*2.5.3*	Archives 

2.5.4                   Pre-training package validation of completion of ACT 	Retain as Territory *2.5.4*         apprentice qualifications.	Archives

2.5.5                   Apprenticeship reports.	Destroy 5 years after 
*2.5.5*	completion of course

2.5.6                   Documents relating to apprentices and trainees 	Destroy 5 years after 
*2.5.6*	including:	completion of course
	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).

2.5.7	Copy of original testamur					     Destroy 75 years after
*2.5.7*	Trainee / Apprentice certificate of competence report 	 last action
	(Training package)	
TERTIARY STUDENT ADMINISTRATION
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
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 	Description of Records	Disposal Action
2.7.1	Records relating to significant ongoing or recurring 	Retain as Territory 
*2.7.1*	awards such as the Herbert Burton Medal, the Jessie 	Archives 
	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.
2.7.2	Records relating to administrative arrangements for the 	Retain as Territory 
*2.7.2*	delivery of awards.	Archives
2.7.3	Records relating to other donors, successful applications	Destroy 7 years after 
*2.7.3*	and nominations to receive awards including records 	last action
	relating to the decision making process.
2.7.4	Records relating to non-successful applications and 	Destroy 2 years after 
*2.7.4*	nominations for any award.	last action	
Enquiries
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency.
Entry 	Description of Records	Disposal Action
2.10.1	Requests for information about student administration.	Destroy 1 year after 
*2.10.1*	last action

2.10.2                  Enquiries concerning admission requirements.	Destroy 6 months 
*2.10.2*         closure date.						     after acceptance 	
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.
Enrolment
The process of registering/enrolling in a course or subject.
Entry 	Description of Records	Disposal Action
2.11.1	Enrolment records created before 1984. Including cards 	Destroy 50 years after
*2.11.1*	and microfiche records.	 last entry
2.11.2	Enrolment forms including:	Destroy 7 years after 
*2.11.2*	Class enrolment forms (OLSAS - Not used after June 	last action
	1998);
	Part 2 enrolments (OLSAS - Not used after June 1998);
	Re-enrolments (OLSAS - Not used after June 1998); and
	Student registration (Direct, Postal, Continuing, Trainee and 
	Apprentice)
2.11.3	Duplicate Student Records - 	Destroy 75 years after
*2.11.3*	Source documents used to amend duplicate student 	 last action
	records removed from Student Information System eg. 
	Merlin or CIT Banner.
2.11.4	Records relating to administrative arrangements for 	Destroy 2 years after 
*2.11.4*	enrolments.	last action
	
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.
Examination and Assessment
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 	Description of Records	Disposal Action
2.12.1	Examination assessment returns/or results sheets.  Class 	Retain as Territory 
*2.12.1*	roll books where these are the record of the final grade. 	Archives 
	Includes amendments to (examination) returns.

2.12.2	Records relating to assessment results to facilitate 	Destroy 20 years after
*2.12.2*	transfer of results from class rolls to electronic storage 	 last action
	including:
	Update of results sheet;
	Assessment sheets (OLSAS - not used after June 1988);
	Consolidated result sheets (OLSAS - not used after June 
	1988);
	Consolidated trade sheets (OLSAS - not used after June 
	1988);
	Missing results reports (OLSAS - not used after June 
	1988); and
	Result late reports (OLSAS - not used after June 1988).
2.12.3	Records relating to approving completion of a course of 	Destroy 7 years after 
*2.12.3*	studies, including compliance reports.	last action
2.12.4	Examiners/assessors’ reports and related records	Destroy 2 years after 
*2.12.4*	action completed

2.12.5	Records relating to administrative arrangements for 	Destroy 2 years after 
*2.12.5*	examinations and assessments. Examples of records 	action completed
	include:
	Arrangements for invigilators;
	Timetables; and
	Eligibility lists.	
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.
Examination and Assessment - 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 	Description of Records	Disposal Action
2.12.6	Examination scripts / script books, essays, assignments, 	Destroy 1 year after 
*2.12.6*	presentations submitted or completed by students for the 	action completed
	purposes of overall assessment or evaluation ie work 
	which contributes to the final grade for a subject or 
	course.
2.12.7	Records relating to the grading/marking of individual 	Destroy 1 year after 
*2.12.7*	assessment components of a subject or course.	last action
2.12.8	Records relating to the appointment of examiners, 	Destroy 1 year after 
*2.12.8*	assessors or supervisors.	last action
2.12.9	Records relating to examination/ assessment attendance 	Destroy 6 months 
*2.12.9*	such as Attendance Lists.	after action completed

Exchange programs
The exchange of students between institutions.
Entry 	Description of Records	Disposal Action
2.13.1	Records relating to applications received for placement 	Destroy 2 years after 
*2.13.1*	as an exchange student. Examples of records:	action completed
	Application forms;
	Correspondence; and
		            Notification of acceptance/refusal.
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.
Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation.
Entry 	Description of Records	Disposal Action
2.14.1	Records relating to the planning and management of open	Destroy 2 years after 
82.14.1*	days.	action completed

Modifications
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 	Description of Records	Disposal Action
2.15.1	Records relating to changes in enrolment or personal 	Destroy 7 years after 
*2.15.1*	information.	last action
	For example:
	Course cancellations (OLSAS - Not used after June 
	1998);
	Course transfer (OLSAS - Not used after June 1998);
	Subject variations (OLSAS - Not used after June 1998);
	Registration variations; and
	Personal details variations.
2.15.2	Records relating to changes to assessment results.	Destroy 6 months 
*2.15.2*	after action completed
2.15.3	Statutory declarations completed by students for:	Destroy 7 years after 
*2.15.3*	Changes to subjects;	last action
	Changes to units; or
	Personal details variations.
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.
Payments
The activities involved in the preparation and payment of money.
Entry 	Description of Records	Disposal Action
2.16.1	Records relating to the administration of the amenities 	Destroy 2 years after 
*2.16.1*	and service fees including options, waivers extensions 	last action
	[USE
	Territory Administrative Records Disposal Schedule
	FINANCIAL MANAGEMENT for records relating to 
	invoices, payments/receipts, credit notes etc]
2.16.2	Records relating to the administration of the HECS / 	Destroy 2 years after 
*2.16.2*	PELS including options, exemptions, preparation of 	last action
	annual reports and statistics
2.16.3	Statutory declarations completed by students relating to 	Destroy 7 years after 
*2.16.3*         fees	last action
2.16.4	Applications for:	Destroy 7 years after 
*2.16.4*	Concessions (OLSAS - Not used after June 1998);	last action
	Concessions agreements;
	Refund (completed by student); and
	Student sponsorship authority.

2.16.5	Records relating to bad debt investigations.	Destroy 7 years after 
*2.16.5*	last action
	[USE
	Territory Administrative Records Disposal Schedule
	FINANCIAL MANAGEMENT for records relating to 
	debt recovery.]

2.16.6	Records relating to payment by instalment. For example:	      Destroy 7 years after
*2.16.6*	Payment by Instalment forms; and				      last action
	Payment Plan for Academy of Interactive Entertainment (AIE)
	and Degree students.

TERTIARY STUDENT ADMINISTRATION
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
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 	Description of Records	Disposal Action
2.18.1	Records relating to applications/requests for and or 	Destroy 7 years after 
*2.18.1*	approval of advanced standing. Examples of records: 	last action
	Application forms and supporting documents; 
	interview records; and correspondence.

Reporting
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.
Entry 	Description of Records	Disposal Action
2.26.1	Records of returns or reports to external organisations.	Destroy 2 years after 
*2.26.1*	action completed

Student Attendance
Attendance for examinations or other assessment activities and non-accredited programs.
Entry 	Description of Records	Disposal Action
2.22.1	Records relating to examination / assessment attendance 	Destroy 6 months 
*2.22.1*	such as attendance lists.	after action completed

2.22.2	Class roll books for non-accredited programs.			     Destroy 7 years after
*2.22.2*		last action	

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

Student Graduation
Admission to degree, diploma, certificate, statement of attainment or other qualification.
Entry 	Description of Records	Disposal Action
2.24.1	Register of graduates. This is the master list of students 	Retain as Territory 
*2.24.1*	who graduate (including those who graduate in absentia).	Archives 
2.24.2	Records relating to the student Application for Award.	Destroy 7 years after 
*2.24.2*	last action
2.24.3	Non-collected or returned testamurs.	Destroy 75 years after 
*2.24.3*	last action
2.24.4	Records relating to the receipt / delivery or 	Destroy 3 years after 
*2.24.4*	non-collection of testamurs.	last action
2.24.5	Records relating to the notification of students of their 	Destroy 1 year after 
*2.24.5*	eligibility to graduate including Obligation Certificates 	action completed
	eg 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.

2.24.6	Records relating to the acceptance of students of the offer 	Destroy 6 months 
*2.24.6*	to graduate eg Graduation Ticket Responses.			     after action completed

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

Student Identification
The provision of student identification, usually in the form of student ID cards, including library cards.
Entry 	Description of Records	Disposal Action
2.26.1	Records relating to the provision or replacement of 	Destroy 3 years after 
*2.26.1*	student identification cards / documents.	last action

2.26.2	Application for a student card.	Destroy 1 year after 
*2.26.2*	authority expires

2.26.3                  Statutory declarations completed by students for 	Destroy 2 years after *2.26.3*          replacement card.	action completed

Student Transcripts 
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 	Description of Records	Disposal Action
2.28.1	A student’s academic transcript/final results.	Retain as Territory 
*2.28.1*	Archives 
2.28.2	Records relating to requests for and the administration of 	Destroy 1 year after 
*2.28.2*	academic transcripts. For example:	action completed
	Authority to release results;
	Applications for official transcripts; 
	Unofficial transcripts; or 
	Results notice.

TERTIARY STUDENT ADMINISTRATION
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)
Management of higher degree students (eg Masters and PhD level students) where assessment is not by coursework but by thesis or other significant work.
Entry 	Description of Records	Disposal Action
2.29.1	Copies of theses or other significant works where the 	Retain as Territory *2.29.1*	student successfully completed the course.	Archives

2.29.2	Records relating to the supervision of higher degree 	Destroy 10 years after
*2.29.2*	students where the course is successfully completed.	 action completed
2.29.3	Copies of theses or other significant works where the 	Return to student 
*2.29.3*	student did not successfully complete the course.	when no longer
		required	

TERTIARY STUDENT SERVICES
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.

Note: the disposal classes within this function can only be applied to records created or received by the institution in the conduct of business. This should not be applied to records created by external bodies such as the students' union or other student bodies. The records which are covered are those created by the institution because of its relationships with those external bodies.

Associations
The relationship between the institution and student associations such as the Student Residents Association, the Students’ Union, sporting clubs, special interest groups etc.
Entry 	Description of Records	Disposal Action
3.6.1	Records relating to the interaction between the 	Destroy 2 years after 
*3.6.1*	institution and student associations	action completed
Chaplaincy
The provision of chaplaincy services.
Entry 	Description of Records	Disposal Action
3.8.1	Records relating to the appointment of chaplains (this 	Destroy 5 years after 
*3.8.1*	includes accepting a recommendation or nomination by a 	appointment 
	religious body).	Terminated

Child Care Provision
The enrolment and/or attendance of children at the child care facility.
Entry 	Description of Records	Disposal Action
3.9.1	Records relating to the provision of places for child care. 	Destroy 2 years after 
*3.9.1*	This can include: applications, interviews, acceptance of 	action completed
	places, standard agreements, etc.
	[For records relating to financial agreements 
	USE
	Territory Administrative Records Disposal Schedule
	FINANCIAL MANAGEMENT - Agreements]

3.9.2	Enrolment waiting lists					    Destroy 2 years after 
*3.9.2*	action completed

3.9.3                  Records relating to interactions between the institution 	Destroy 5 years after 
*3.9.3*	and the service provider where the child care service is 	action completed
	not provided directly by the institution.	

TERTIARY STUDENT SERVICES

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.

Note: the disposal classes within this function can only be applied to records created or received by the institution in the conduct of business. This should not be applied to records created by external bodies such as the students' union or other student bodies. The records which are covered are those created by the institution because of its relationships with those external bodies.
Special Needs Support
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.
Entry 	Description of Records	Disposal Action
3.20.1	Records relating to administrative arrangements for the 	Destroy 7 years after 
*3.20.1*	provision of special needs support services.	action completed

Student Careers Advice
Advice on student career and course options.
Entry 	Description of Records	Disposal Action
3.23.1	Records relating to arrangements for employers to 	Destroy 2 years after 
*3.23.1*	conduct recruitment activities on campus	action completed
3.23.2	Records relating to Vacation Work, Cadetships, 	Destroy 2 years after 
*3.23.2*	Scholarships, Internships, Coop Year Programs, Work 	action completed
	Experience and Direct Placements (including Graduate 
	Programs)
3.23.3	Records relating to advertisement of and opportunities 	Destroy 2 years after 
*3.23.3*	for students to undertake work experience	action completed

3.23.4	Records of arrangements for and the conduct of 	Destroy 2 years after 
*3.23.4*	workshops, seminars and courses of training for student 	action completed

3.23.5	Records relating to the collection of statistics. 	Destroy 1 year after 
*3.23.5*	Examples of records:	action completed
	Census;
	Input forms; and Questionnaires.

TERTIARY STUDENT SERVICES

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.

Note: the disposal classes within this function can only be applied to records created or received by the institution in the conduct of business. This should not be applied to records created by external bodies such as the students' union or other student bodies. The records which are covered are those created by the institution because of its relationships with those external bodies.
Student Health & Counselling Services
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).
Entry 	Description of Records	Disposal Action
3.25.1	Appointments registers.	Destroy 1 year after 
*3.25.1*	last action

3.25.2                 The provision of medical and dental services for students 	Destroy 7 years after 
*3.25.2*	where the person was 18 years or older at the date of the 	last entry
	last entry.
	[For staff USE
	Territory Administrative Records Disposal Schedule
	OCCUPATIONAL HEALTH & SAFETY - Cases]

3.25.3	The provision of medical and dental services for students 	    Destroy when person
*3.25.3*	where the person was less than 18 years at the date of the 	reaches 25 years of 
	last entry.	age, or 7 years after 
	last action, 
	whichever is later

3.25.4	Provision of assistance for students to deal with 	Destroy 7 years after 
*3.25.4*	personal, relationship, study, and adjustment issues - 	last action
	where the person was 18 years or older at the date of last 
	entry in the record.
	[For staff USE
	Territory Administrative Records Disposal Schedule
	PERSONNEL - Counselling]

TERTIARY STUDENT SERVICES

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.

Note: the disposal classes within this function can only be applied to records created or received by the institution in the conduct of business. This should not be applied to records created by external bodies such as the students' union or other student bodies. The records which are covered are those created by the institution because of its relationships with those external bodies.
Student Health & Counselling Services – Continued

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).
Entry 	Description of Records	Disposal Action
3.25.5	Provision of assistance for students to deal with 	Destroy when person
*3.25.5*	personal, relationship, study, and adjustment issues - 	 reaches 25 years of 
	where the person was less than 18 years at the date of last	age, or 7 years after 
                        entry in the record	last action, 
	whichever is later
3.25.6	Drugs register and prescriptions	Destroy 5 years after 
*3.25.6*	last entry

3.25.7                  Poisons register	Destroy 2 years after 
*3.25.7*	last action
3.25.8	Records relating to interactions between the institution 	Destroy 5 years after 
*3.25.8*	and external service providers.	action completed

RETAIN AS TERRITORY ARCHIVES

Classes for retention as Territory Archives
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.
Apprentices / Trainees
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 	Description of Records	Disposal Action
2.5.1	Partial completion of new apprentices.	Retain as Territory 
*2.5.1*	Archives 

2.5.2                   Employer sign-off letter releasing apprentice.	Retain as Territory *2.5.2*	Archives

2.5.3                   Trainee verification of training completion.	Retain as Territory 
*2.5.3*	Archives 

2.5.4                   Pre-training package validation of completion of ACT 	Retain as Territory *2.5.4*         apprentice qualifications.	Archives 

Awards, Prizes and Medals
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 	Description of Records	Disposal Action
2.10.1	Records relating to significant ongoing or recurring 	Retain as Territory 
*2.10.1*	awards such as the Herbert Burton Medal, the Jessie 	Archives 
	Mary Vasey Scholarship or the Chancellor’s 
	Commendation.  Includes records of donors/sponsors, 
	successful applications, nominations and supporting 
	documents as well as records of the decision making 
	process.
2.10.2	Records relating to administrative arrangements for the 	Retain as Territory 
*2.10.2*	delivery of awards.	Archives 
Classes for retention as Territory Archives
TERTIARY STUDENT ADMINISTRATION
The function of managing students within the institution or school. Includes the admissions, enrolment, exchange programmes, misconduct, graduation, prizes and scholarships.

Examination and Assessment 
The process of testing knowledge and understanding of candidates for degrees, programs etc by 
examination and other techniques.
Entry 	Description of Records	Disposal Action
2.17.1	Examination assessment returns/or results sheets.  Class 	Retain as Territory 
*2.17.1*	roll books where these are the record of the final grade. 	Archives 
	Includes amendments to (examination) returns.

Graduation
Admission to degree, diploma, certificate, statement of attainment or other qualification.
Entry 	Description of Records	Disposal Action
2.20.1	Register of graduates. This is the master list of students 	Retain as Territory 
*2.20.1*	who graduate (including those who graduate in absentia).	     Archives	

Student Transcripts
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 	Description of Records	Disposal Action
2.35.1	A student’s academic transcript/final results.	Retain as Territory 
*2.35.1*								     Archives

Supervision (higher degree students)
Management of higher degree students (eg Masters and PhD level students) where assessment is not by coursework but by thesis or other significant work.
Entry 	Description of Records	Disposal Action
2.34.2	Copies of theses or other significant works where the 	Retain as Territory 
*2.34.1*	student successfully completed the course.	Archives