Australian Capital Territory
Territory Records (Records Disposal Schedule – Student Administration Records) Approval 2013 (No 1)
Notifiable instrument NI2013—380
made under the
Territory Records Act 2002, s 19 (Approval of schedules for the disposal of records)

1.	Name of Instrument
This instrument is the Territory Records (Records Disposal Schedule – Student Administration Records) Approval 2013 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Student Administration Records.
3.	Commencement
This instrument commences on the day after notification.

Danielle Wickman
Director of Territory Records
29 August 2013

 Records Disposal Schedule
Student Administration Records

Table of Contents
INTRODUCTION
PURPOSE
SCOPE
AUTHORITY
STRUCTURE AND RELATIONSHIP TO THE TERRITORY VERSION OF KEYWORD AAA
Whole of Government Thesaurus
GUIDELINES FOR USE
Coverage of authority
Layout of the schedule
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
Principal Officer
Records
Records of an Agency
Records Disposal Schedule
Records Management Program
Recordkeeping Systems
Scope Note
Sentencing
Territory Archives
BUSINESS CLASSIFICATION SCHEME
STUDENT ADMINISTRATION
RECORDS DISPOSAL SCHEDULE
STUDENT ADMINISTRATION
Academic Misconduct
Academic Progress
Addresses (presentations)
Advice
Appeals (decisions)
Apprentices/Trainees
Arrangements
Authorisation
Awards, Prizes and Medals
Awards, Prizes and Medals (Continued)
Behaviour Management
Bursary Scheme
Case Management
Celebrations
Ceremonies
Committees
Compliance
Discipline
Enquiries
Enrolment
Evaluation
Events
Examination and Assessment
Examination and Assessment (Continued)
Implementation
Liaison
Meetings
Modifications
Planning
Policy
Procedures
Public Reaction
Recognition of Prior Studies / Learning
Reporting
Reporting (Continued)
Representatives
Research
Reviewing
Student Accommodation
Student Appointments
Student Attendance
Student Certificates
Student Excursions
Student Excursions (Continued)
Student Identification
Student Misconduct
Student Transcripts
Student Work Placements
Submissions
Submissions (Continued)
Suggestions
RETAIN AS TERRITORY ARCHIVES
STUDENT ADMINISTRATION
Addresses (presentations)
Advice
Apprentices/Trainees
Awards, Prizes and Medals
Celebrations
Ceremonies
Committees
Evaluation
Events
Examination and Assessment
Planning
Policy
Reporting
Research
Reviewing
Student Attendance
Student Transcripts
Submissions

INTRODUCTION
The Records Disposal Schedule - Student Administration Records is the official authority for the disposal of these ACT Government Records.
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 used in conjunction with other Territory Records Disposal Schedules.
PURPOSE
The purpose of this Records Disposal Schedule is to provide for the authorised disposal of records created or maintained by ACT Government Agencies.
SCOPE
This Records Disposal Schedule applies to records created or maintained by ACT Government Agencies. 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 it has been incorporated into an agency's Records Management Program that has been signed off 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 or if there is a current records disposal freeze in effect.
The Records Disposal Schedule - Student Administration Records has a hierarchical structure that reflects its arrangements according to functions and activities, rather than by subject, and this also reflects a close relationship to the Territory Version of Keyword AAA. The Records Disposal Schedule is designed to be applicable to all Whole of Government 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.
Whole of Government Thesaurus
The Whole of Government Thesaurus is a controlled vocabulary of terms designed for use in the classifying, titling and indexing of records on creation.
The Whole of Government Thesaurus has been developed on the basis of the Territory Version of Keyword AAA (TVKAAA) (2010), a thesaurus incorporating 16 common Functions. All other Functions within the Whole of Government Thesaurus are considered Functions performed by the ACT Government and have been included following consultation with agencies and after consideration by the Territory Records Office (TRO) via a formal approval process.
The Whole of Government Thesaurus is mandated by the Director of Territory Records for use by all ACT Government agencies as part of their classifying and titling of paper and electronic records. See also Records Advice No.28 Functional directories on shared drives.
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 - Student Administration Records:
•	covers all records related to the function;
•	is intended to be used in conjunction with other Territory Records Disposal Schedules;
•	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 the activity. Activities can relate to many functions with the scope notes covering all of these relationships (e.g., 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;
•	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 re-recording) does not 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 records classes covered by this Records Disposal Schedule:
Board of Senior Secondary Studies Act 1997
Canberra Institute of Technology Act 1987
Education Act 2004
Education Services for Overseas Students Act 2000 (Cwlth)
Evidence Act 2011
Food Act 2001
Freedom of Information Act 1989
Schools Assistance (Learning Together - Achievement Through Choice and Opportunity) Act 2004 (Cwlth)
Territory Records Act 2002
Training and Tertiary Education Act 2003
University of Canberra Act 1989

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;
•	determine 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.
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 transition 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 that 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 that 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 that 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

STUDENT ADMINISTRATION
The function of managing school students. Includes admissions, enrolment, exchange programmes, misconduct processes, 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. 
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority.
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.
Arrangements
The activities involved in arranging for a journey or trip or for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. Includes preparing travel itineraries, authorisations, entitlements, etc.
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

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.
Behaviour Management
The activity of managing student behaviour in schools and colleges.
Bursary Scheme
The activity of providing financial assistance to families of students in exceptional circumstances.
Case Management
The activity of managing an incident, person, organisation or client on a case basis. Case management incorporates the process of assessment, planning, facilitation and advocacy for options and services to meet an individual's, organisation's or client's needs or outcomes. Includes processing applications; authorisations and approvals; the establishment of a client; developing, implementing and monitoring case plans; the ongoing delivery and provision of services; finalisation of services and reviews of service delivery.
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.
Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.
Discipline
The activities and actions associated with the disciplinary process. Includes investigation, charges, formal inquiries, and punishment.
Enquiries
The activities associated with handling requests for information about the agency and its services, programs and activities.
Enrolment
The process of registering/enrolling all students in a course or subject. Includes the enrolment of international and exchange students.
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.
Events
The activities relating to the arranging and staging of events. Includes support for local suppliers and organisations to attend, display or promote (e.g. trade displays, Christmas pageants, Canberra Show). Also includes events arranged and staged by agencies (e.g. open days, land sales, Floriade).
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.
Implementation
The activities associated with carrying out or putting into action, plans, policies, procedures or instructions, all of which could be internally or externally driven. Includes manual or automated databases, applications or systems, but excludes installation of equipment. Also includes monitoring to ensure the implementation goes according to schedule and that standards are met.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes, etc. Excludes committee meetings.

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.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.
Procedures
Standard methods of operating laid down by the agency according to formulated policy.
Public Reaction
The process of handling public reaction to an agency's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.
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, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity, e.g. inspection reports, form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.
Representatives
The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co- workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives.

Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc. Used to support development of projects, standards, guidelines, etc. and business activities in general. Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.
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.
Student Appointments
The activities associated with the appointment of students to positions within the school, such as Student Representative Council.
Student Attendance
Attendance for examinations or other assessment activities and non-accredited programs.
Student Certificates
The activity of managing documents presented to a student on successful completion of a program of study, providing evidence of academic achievement, such as year 10 and 12 certificates.
Student Excursions
The activities associated with the planning, approval, management etc of trips, visits or tours undertaken school groups.
Student Identification
The provision of student identification, usually in the form of student ID cards, including library cards.
Student Misconduct
The activities and actions associated with the disciplinary process for processing student complaints against fellow students. Includes investigations, charges, punishment and appeals.
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.
Student Work Placements
The activity of arranging work experience for students. Includes the management of potential employers.
Submissions
The preparation and submission of a formal statement (e.g. a business case, statistics, etc.) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.
Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency.

RECORDS DISPOSAL SCHEDULE

STUDENT ADMINISTRATION
The function of managing school students. Includes admissions, enrolment, exchange programmes, misconduct processes, 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.

Entry No.	Description of Records	Disposal Action	
171.178.001	Records relating to academic misconduct including cheating, plagiarism, fake claims of work done, other forms of deception and dishonesty. Includes:
•	investigations;
•	appeals;
•	reporting;
•	notification;
•	allegations;
•	recommendations;
•	disciplinary action taken.
Note: the last action for these records may be the end of an exemption from graduation or enrolment period.	Destroy 7 years after action completed	
*171.178.001*			
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.
[For arrangements for undergoing assessment or examination, use STUDENT ADMINISTRATION – Examination and Assessment.]

Entry No.	Description of Records	Disposal Action	
171.179.001	Records relating to academic progress. Includes:
•	unsatisfactory progress;
•	approvals to repeat;
•	warnings;
•	exclusions.	Destroy 7 years after action completed	
*171.179.001*			

Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Entry No.	Description of Records	Disposal Action	
171.004.001	Final version of addresses made by the chief Minister or portfolio Minister or senior agency officers at major public occasions.	Retain as Territory Archives	
*171.004.001*			
171.004.002	Final versions of other addresses delivered in the routine promotion of the agency's service or products.	Destroy 2 years after last presentation	
*171.004.002*			
171.004.003	Working papers documenting the development of addresses, including drafts.	Destroy 6 months after action completed	
*171.004.003*			
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
171.005.001	Receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*171.005.001*			
171.005.002	Receipt and provision of all other advice. Includes advice provided by consultants.	Destroy 5 years after action completed	
*171.005.002*			
171.005.003	Working papers documenting the development of advice.	Destroy 2 years after action completed	
*171.005.003*			
Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority. 

Entry No.	Description of Records	Disposal Action	
171.009.001	Records documenting appeals made against decisions relating to the function.
[For legal advice and any litigation resulting from compulsory acquisition of property, use LEGAL SERVICES – Advice and LEGAL SERVICES – Litigation.]	Destroy 10 years after action completed	
*171.009.001*			
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 No.	Description of Records	Disposal Action	
171.180.001	Records documenting commencement, completion or partial completion of traineeships and apprenticeships. Includes:
•	certificates;
•	qualifications;
•	certificates of competence;
•	statements of attainment;
•	training contracts / agreements.	Retain as Territory Archives	
*171.180.001*			
171.180.002	Employer sign-off letter releasing apprentice.	Retain as Territory Archives	
*171.180.002*			
171.180.003	Pre-training package validation of apprenticeship qualifications. Includes Declared Vocations.	Retain as Territory Archives	
*171.180.003*			
171.180.004	Trainee / Apprentice certificate of competence report (Training package).	Destroy after person reaches 25 years of age, or 7 years after last action, whichever is later	
*171.180.004*			
171.180.005	Apprenticeship reports and surveys.	Destroy after person reaches 25 years of age, or 7 years after last action, whichever is later	
*171.180.005*			
171.180.006	Documents relating to apprentices and trainees including:
•	notifications of absences;
•	notifications of business;
•	apprentice / trainee training program plans;
•	absenteeism industry visits;
•	industry contacts;
•	industry visits;
•	log book copies;
•	ability to offer on-the-job training;
•	certification processes;
•	document transcript requests.	Destroy 5 years after action completed	
*171.180.006*			
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. 

Entry No.	Description of Records	Disposal Action	
171.011.001	Travel and accommodation arrangements. Includes arrangements for guest speakers.	Destroy 1 year after action completed	
*171.011.001*			
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. 

Entry No.	Description of Records	Disposal Action	
171.014.001	Delegations of power to agency staff to authorise administrative action.	Destroy 7 years after delegation expires	
*171.014.001*			
171.014.002	Authorisations for administrative action.	Destroy 7 years after action completed	
*171.014.002*			
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 No.	Description of Records	Disposal Action	
171.181.001	Records relating to significant, ongoing or perpetual awards. Includes records of donors/sponsors, successful applications, nominations and supporting documents as well as records of the decision making process.	Retain as Territory Archives	
*171.181.001*			
171.181.002	Records relating to other awards. Includes records of donors, successful applications, nominations and supporting documents as well as records of the decision making process.	Destroy 7 years after action completed	
*171.181.002*			
171.181.003	Records relating to administrative arrangement for the delivery of awards.	Destroy 2 years after action completed	
*171.181.003*			

Awards, Prizes and Medals (Continued)
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	
171.181.004	Records relating to unsuccessful applications and nominations.	Destroy 2 years after action completed	
*171.181.004*			
Behaviour Management
The activity of managing student behaviour in schools and colleges.  
[For formal action and discipline undertaken as a result of inappropriate behaviour, use STUDENT ADMINISTATION – Discipline.]

Entry No.	Description of Records	Disposal Action	
171.371.001	Records of strategies to manage student behaviour, created at the individual school or college level. Including:
•	circulars and correspondence about rules and policies;
•	records of admonitions and associated correspondence.	Destroy 2 years after action completed	
*171.371.001*			
Bursary Scheme
The activity of providing financial assistance to families of students in exceptional circumstances.

Entry No.	Description of Records	Disposal Action	
171.367.001	Requests for eligibility in the bursary scheme for providing assistance to low income families with dependent students. Includes:
•	completed applications and forms;
•	letters of acceptance;
•	unsuccessful applications notices.	Destroy 7 years after action completed	
*171.367.001*			

Case Management
The activity of managing an incident, person, organisation or client, on a case basis.  Case management incorporates the process of assessment, planning, facilitation and advocacy for options and services to meet an individual’s, organisation’s or client’s needs or outcomes.  Includes processing of applications; authorisations and approvals; the establishment of a client; developing, implementing and monitoring case plans; the ongoing delivery and provision of services; finalisation of services and reviews of service delivery.
[For appeals of decisions, use STUDENT ADMINISTRATION – Appeals (decisions).]

Entry No.	Description of Records	Disposal Action	
171.016.001	Individual student records including:
•	personal details;
•	examination and tests results;
•	reports about student progress;
•	correspondence to/from parents;
•	copies of accident reports;
•	administration forms;
•	absence notes;
•	copies of incident reports;
•	records of suspension;
•	disciplinary records;
•	religious instruction forms;
•	health records;
•	transfer notes;
•	student enrolment records.
Note: Individual student records do not necessarily have to contain all of the above nor is the above list exhaustive of the types of information student records may contain.	Destroy after person reaches 25 years of age, or 7 years after last action, whichever is later	
*171.016.001*			
171.016.002	Records relating to home schooling/tuition.	Destroy 2 years after action completed	
*171.016.002*			

Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
[For addresses made at celebrations, use STUDENT ADMINISTRATION – Addresses (presentations).
For managing financial transactions supporting celebrations activities, use FINANCIAL MANAGEMENT – Accounting and/or FINANCIAL MANAGEMENT – Payments.]

Entry No.	Description of Records	Disposal Action	
171.017.001	Programs, invitations, guest lists and photographs relating to celebratory festivities held to honour an event of major importance (e.g. a significant anniversary).	Retain as Territory Archives	
*171.017.001*			
171.017.002	Records documenting all arrangements for other celebrations of lesser significance. Include:
•	programs;
•	invitations;
•	guest lists;
•	catering;
•	venue bookings;
•	entertainment.	Destroy 2 years after action completed	
*171.017.002*			

Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.
[For addresses made at ceremonies, use STUDENT ADMINISTRATION - Addresses (presentations).
For managing financial transactions supporting ceremonies, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT – Payments.]

Entry No.	Description of Records	Disposal Action	
171.018.001	Programs, invitations, guest lists and photographs relating to ceremonies held to mark a special occasion (e.g. the opening of a building or major facility, or the conferring of special community awards promoted by the agency).	Retain as Territory Archives	
*171.018.001*			
171.018.002	Records documenting all arrangements for other ceremonies of lesser significance. Includes:
•	programs;
•	invitations;
•	guest lists;
•	catering;
•	venue bookings;
•	entertainment.	Destroy 3 years after action completed	
*171.018.002*			
171.018.003	Records documenting routine arrangements supporting ceremonies to mark special occasions. Includes:
•	catering;
•	venue bookings;
•	entertainment.	Destroy 2 years after action completed	
*171.018.003*			

Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.

Entry No.	Description of Records	Disposal Action	
171.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions. Includes:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*171.020.001*			
171.020.002	Records documenting declarations of members' private interests.	Destroy 7 years after termination of appointment	
*171.020.002*			
171.020.003	Records relating to external or internal committees formed to consider specific matters. Includes:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Destroy 5 years after action completed	
*171.020.003*			
171.020.004	Records of working papers and administration of committees. Includes:
•	agendas;
•	notices of meetings;
•	draft minutes;
•	room bookings.	Destroy 6 months after action completed	
*171.020.004*			

Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements.  Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.

Entry No.	Description of Records	Disposal Action	
171.021.001	Compliance with mandatory or optional standards with statutory requirements.	Destroy 7 years after action completed	
*171.021.001*			
Discipline
The activities and actions associated with the disciplinary process. Includes investigation, charges, formal inquiries and punishment. 

Entry No.	Description of Records	Disposal Action	
171.033.001	Records documenting allegations into misconduct which are investigated, either by the agency or an external authority, and where allegations are proved to be unfounded and the person has requested the retention of the records.	Destroy 7 years after action completed	
*171.033.001*			
171.033.002	Records documenting investigations of misconduct.	Destroy 5 years after action completed	
*171.033.002*			
171.033.003	Records documenting allegations into misconduct where no follow-up investigation is made (i.e. where allegations are proved to be frivolous or vexatious).	Destroy 2 years after action completed	
*171.033.003*			
171.033.004	Records documenting investigations of misconduct which are investigated, either by the agency or an external authority, and where allegations are proved to be unfounded and the person has not requested the retention of the records.	Destroy 2 years after action completed	
*171.033.004*			
Enquiries
The activities associated with handling requests for information about the agency and its services, programs and activities.

Entry No.	Description of Records	Disposal Action	
171.040.001	Records handling public enquiries.	Destroy 2 years after action completed	
*171.040.001*			
Enrolment
The process of registering/enrolling all students in a course or subject. Includes the enrolment of international and exchange students.

Entry No.	Description of Records	Disposal Action	
171.182.001	Enrolment records of all students, including international and exchange students.	Destroy after person reaches 25 years of age, or 7 years after last action, whichever is later	
*171.182.001*			
171.182.002	Class enrolment and re-enrolment and student registration forms.	Destroy 7 years after action completed	
*171.182.002*			
171.182.003	Records relating to administrative arrangements for enrolments.	Destroy 2 years after action completed	
*171.182.003*			
171.182.004	Unsuccessful enrolment applications.	Destroy 2 years after action completed	
*171.182.004*			
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring. 

Entry No.	Description of Records	Disposal Action	
171.042.001	External and internal reports evaluating potential or existing services and systems.	Retain as Territory Archives	
*171.042.001*			
171.042.002	Records documenting the evaluation and ongoing monitoring of the student administration function.	Destroy 3 years after action completed	
*171.042.002*			
171.042.003	Working papers supporting external or internal reports evaluating the student administration function.	Destroy 6 months after action completed	
*171.042.003*			

Events
The activities relating to the arranging and staging of events. Includes support for local suppliers and organisations to attend, display or promote (e.g. trade displays, Christmas pageants, Canberra Show). Also includes events arranged and staged by agencies (e.g. open days, land sales, Floriade).

Entry No.	Description of Records	Disposal Action	
171.043.001	Records relating to the organisation and staging of events and celebrations of local, state or national significance or those organised to mark major anniversaries of significant people, structures or events.	Retain as Territory Archives	
*171.043.001*			
171.043.002	Records relating to administrative arrangements, promotion, displays, community liaison, schedules for all other events, including regular events.	Destroy 5 years after action completed	
*171.043.002*			
171.043.003	Records relating to the management of regular and routine events organised by the agency.	Destroy 3 years after action completed	
*171.043.003*			
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 No.	Description of Records	Disposal Action	
171.186.001	Examination assessment returns/or results sheets. Includes amendments to examination returns.	Retain as Territory Archives	
*171.186.001*			
171.186.002	Records relating to assessment results including:
•	update of results sheets;
•	assessment sheets;
•	consolidated result sheets;
•	consolidated trade sheets;
•	missing results reports;
•	result late reports.	Destroy 20 years after action completed	
*171.186.003*			
171.186.003	Records relating to approving completion of a course of studies, including compliance reports.	Destroy 7 years after action completed	
*171.186.003*			

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 No.	Description of Records	Disposal Action	
171.186.004	Examiners/assessors' reports and related records.	Destroy 2 years after action completed	
*171.186.004*			
171.186.005	Records relating to administrative arrangements for examinations and assessments. Includes: 
•	arrangements for invigilators;
•	timetables;
•	eligibility lists.	Destroy 2 years after action completed	
*171.186.005*			
171.186.006	Examination scripts / script books, essays, assignments, presentations submitted or completed by students for the purposes of overall assessment or evaluation i.e. work which contributes to the final grade for a subject or course.	Destroy 1 year after action completed	
*171.186.006*			
171.186.007	Records relating to the grading/marking of individual assessment components of a subject or course. Including test booklets.	Destroy 1 year after action completed	
*171.186.007*			
171.186.008	Records relating to the appointment of examiners, assessors or supervisors.	Destroy 1 year after action completed	
*171.186.008*			
Implementation
The activities associated with carrying out or putting into action, plans, policies, procedures or instructions, all of which could be internally or externally driven. Includes manual or automated databases, applications or systems, but excludes installation of equipment. Also includes monitoring to ensure the implementation goes according to schedule and that standards are met. 

Entry No.	Description of Records	Disposal Action	
171.053.001	Records documenting the implementation of plans, policies and procedures developed to support the function.	Destroy 3 years after action completed	
*171.053.001*			

Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other agencies, private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures. 

Entry No.	Description of Records	Disposal Action	
171.067.001	Liaison activities undertaken with professional associations, private sector organisations and community groups. Includes collaboration on projects and exchanges of information.	Destroy 3 years after action completed	
*171.067.001*			
Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes etc. Excludes committee meetings.

Entry No.	Description of Records	Disposal Action	
171.072.001	Final version of minutes and supporting documents tabled at meetings. Includes meetings with external agencies.	Destroy 3 years after action completed	
*171.072.001*			
171.072.002	Working papers documenting the conduct and administration of meetings. Includes:
•	agendas;
•	notices of meetings;
•	draft minutes.	Destroy 6 months after action completed	
*171.072.002*			

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 No.	Description of Records	Disposal Action	
171.188.001	Records relating to changes in enrolment or personal information. Includes:
•	course cancellations;
•	registration variations;
•	personal details variations.	Destroy 7 years after action completed	
*171.188.001*			
171.188.002	Statutory declarations or other forms completed by students for changes to subjects or units, or personal details variations.	Destroy 7 years after action completed	
*171.188.002*			
171.188.003	Records relating to changes to assessment results.	Destroy 6 months after action completed	
*171.188.003*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. 

Entry No.	Description of Records	Disposal Action	
171.079.001	Final version of plans for major projects.	Retain as Territory Archives	
*171.079.001*			
171.079.002	Final version of plans for other projects.	Destroy 5 years after plan is superseded	
*171.079.002*			
171.079.003	Working papers used to develop plans for projects. Includes:
•	draft plans;
•	reports analysing issues;
•	comments on draft plans.	Destroy 1 year after adoption of the final plan	
*171.079.003*			

Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making. 

Entry No.	Description of Records	Disposal Action	
171.080.001	Final version of policies.	Retain as Territory Archives	
*171.080.001*			
171.080.002	Development and establishment of agency's policies. Includes:
•	policy proposals;
•	research papers;
•	results of consultations;
•	supporting reports;
•	major drafts.	Destroy 5 years after policy expires or is superseded	
*171.080.002*			
171.080.003	Comments made on the development of policies.	Destroy 3 years after promulgation of new policy	
*171.080.003*			
171.080.004	Policy documents and supporting papers.	Destroy 6 months after action completed	
*171.080.004*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
171.082.001	Master set of agency manuals, handbooks, and directives etc. detailing procedures.	Destroy 7 years after procedures are superseded	
*171.082.001*			
171.082.002	Records documenting the development of agency procedures.	Destroy 2 years after procedures are superseded	
*171.082.002*			

Public Reaction
The process of handling public reaction to an agency's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.

Entry No.	Description of Records	Disposal Action	
171.084.001	Records documenting public reaction and agency responses.
[For suggestions received from the public, use STUDENT ADMINISTRATION – Suggestions.]	Destroy 6 years after action completed	
*171.084.001*			
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 No.	Description of Records	Disposal Action	
171.189.001	Records relating to applications/requests for and/or approval of advanced standing or credit/status. Includes:
•	application forms and supporting documents;
•	interview records;
•	correspondence.	Destroy 7 years after action completed	
*171.189.001*			
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, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.

Entry No.	Description of Records	Disposal Action	
171.088.001	Final version of formal reports and reports made to external agencies.	Retain as Territory Archives	
*171.088.001*			
171.088.002	Final versions of periodic reports used to monitor and document recurring activities. Includes the collection and reporting of statistical information.	Destroy 3 years after action completed	
*171.088.002*			

Reporting (Continued)
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, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.

Entry No.	Description of Records	Disposal Action	
171.088.003	Responses to surveys.	Destroy 3 years after action completed	
*171.088.003*			
171.088.004	Working papers documenting the development of all reports. Includes drafts and comments received.	Destroy 6 months after action completed	
*171.088.004*			
Representatives
The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co-workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives. 

Entry No.	Description of Records	Disposal Action	
171.090.001	Records documenting the nomination, appointment and resignation and/or termination of staff members on external committees and government boards.	Destroy 3 years after end of appointment	
*171.090.001*			
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc.  Used to support development of projects, standards, guidelines, etc. and business activities in general.  Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.

Entry No.	Description of Records	Disposal Action	
171.091.001	Records documenting detailed research carried out to support the student administration function.	Retain as Territory Archives	
*171.091.001*			
171.091.002	Records documenting routine research carried out to support the student administration function.	Destroy 7 years after action completed	
*171.091.002*			

Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. 

Entry No.	Description of Records	Disposal Action	
171.093.001	Final reports and action plans.	Retain as Territory Archives	
*171.093.001*			
171.093.002	Other records documenting a review of agency programs and operations. Includes documents establishing the review.	Destroy 5 years after action completed	
*171.093.002*			
171.093.003	Working papers documenting a review of agency programs and operations.	Destroy 2 years after action completed	
*171.093.003*			
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 No.	Description of Records	Disposal Action	
171.247.001	Records relating to contracts with students relating to accommodation.	Destroy 7 years after completion or other termination of agreement or contract	
*171.247.001*			
171.247.002	Records relating to students and other residents. Includes:
•	withdrawn or unsuccessful applications;
•	enquiries;
•	administrative issues such as unauthorised tenancy;
•	noise abatement.	Destroy 2 years after action completed	
*171.247.002*			

Student Appointments
The activities associated with the appointment of students to positions within the school, such as Student Representative Council.

Entry No.	Description of Records	Disposal Action	
171.374.001	Records relating to student appointments such as Captains, Representative Committees etc., including appointment of members and any relevant election results. Includes: 
•	school councils;
•	student councils;
•	prefect boards.	Destroy 2 years after action completed	
*171.374.001*			
Student Attendance
Attendance for examinations or other assessment activities and non-accredited programs.

Entry No.	Description of Records	Disposal Action	
171.190.001	Records relating to student attendance. Includes class roll but excludes aggregate reports.	Retain as Territory Archives	
*171.190.001*			
171.190.002	Any data and aggregate reporting generated from the student attendance records presented by any sub-category such as key learning area, school, school district and Territory-wide etc. including:
•	all students;
•	disabilities;
•	gender;
•	country or rural areas;
•	backgrounds of poverty or low social status;
•	Aboriginal or Torres Strait Islander heritage;
•	language background is other than English;
•	gifted / talented students;
•	similarly specified groupings.	Destroy 2 years after action completed	
*171.190.002*			
171.190.003	Attendance lists for examinations or events.	Destroy 2 years after action completed	
*171.190.003*			
171.190.004	Records of correspondence relating to absenteeism.	Destroy 6 months after action completed	
*171.190.004*			
Student Certificates
The activity of managing documents presented to a student on successful completion of a program of study, providing evidence of academic achievement, such as year 10 and 12 certificates.

Entry No.	Description of Records	Disposal Action	
171.372.001	School copy of certificate, statements of achievement (e.g. Year 10, Year 12 certificates and similar).	Destroy after person reaches 25 years of age, or 7 years after last action, whichever is later	
*171.372.001*			
Student Excursions
The activities associated with the planning, approval, management etc of trips, visits or tours undertaken school groups.

Entry No.	Description of Records	Disposal Action	
171.373.001	Records relating to overseas excursions by both students and teachers that proceed. Includes:
•	applications;
•	supporting documentation;
•	requests for financial assistance.	Destroy after person reaches 25 years of age, or 7 years after last action, whichever is later	
*171.373.001*			
171.373.002	Excursion records. Includes:
•	advice to parents/caregivers;
•	approval letters;
•	permission forms including student details;
•	movement requisitions for teachers;
•	administrative;
•	travel details.	Destroy after person reaches 25 years of age, or 7 years after last action, whichever is later	
*171.373.002*			
171.373.003	Records relating to organisation of school camps. Includes:
•	advice to parents/caregivers;
•	costs;
•	approval letters;
•	administrative;
•	travel details.	Destroy 5 years after action completed	
*171.373.003*			

Student Excursions (Continued)
The activities associated with the planning, approval, management, etc. of trips, visits or tours undertaken school groups.

Entry No.	Description of Records	Disposal Action	
171.373.004	Records relating to excursions by both students and teachers that do not proceed. Includes:
•	applications;
•	supporting documentation;
•	requests for financial assistance.	Destroy 2 years after action completed	
*171.373.004*			
Student Identification
The provision of student identification, usually in the form of student ID cards, including library cards.

Entry No.	Description of Records	Disposal Action	
171.192.001	Records relating to the provision or replacement of student identification cards/documents.	Destroy 3 years after action completed	
*171.192.001*			
171.192.002	Statutory declarations or other forms completed by students for replacement student identification card.	Destroy 2 years after action completed	
*171.192.002*			
171.192.003	Applications for a student identification card.	Destroy 1 year after authority expires	
*171.192.003*			
Student Misconduct
The activities and actions associated with the disciplinary process for processing student complaints against fellow students. Includes investigations, charges, punishment and appeals.

Entry No.	Description of Records	Disposal Action	
171.348.001	Records documentation agency investigations of student misconduct that result in disciplinary action being taken. Includes appeals against the decision.	Destroy 7 years after action completed	
*171.348.001*			
171.348.002	Records documenting investigation of misconduct that are unsubstantiated.	Destroy 2 years after investigation is completed	
*171.348.002*			
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 No.	Description of Records	Disposal Action	
171.193.001	A student's academic transcript/final results.	Retain as Territory Archives	
*171.193.001*			
171.193.002	Records relating to requests for and the administration of academic transcripts.  Includes:
•	authority to release results;
•	applications for official transcripts;
•	unofficial transcripts;
•	results notice.	Destroy 2 years after action completed	
*171.193.002*			
Student Work Placements
The activity of arranging work experience for students. Includes the management of potential employers.

Entry No.	Description of Records	Disposal Action	
171.376.001	Records relating to student work experience placements. Includes:
•	registration of placements;
•	work experience agreement forms;
•	work placement offers;
•	workplace responses;
•	work experience applications;
•	teacher evaluation forms;
•	employers reports.	Destroy after person reaches 25 years of age, or 7 years after last action, whichever is later	
*171.376.001*			

Submissions
The preparation and submission of a formal statement (e.g. business case, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support. 

Entry No.	Description of Records	Disposal Action	
171.102.001	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning controversial issues with far reaching social, economic and international implications relating to the functional responsibilities of the agency.
[For Cabinet submission regarding controversial issues, use GOVERNMENT RELATIONS – Submissions.]	Retain as Territory Archives	
*171.102.001*			
171.102.002	Working papers documenting the development of submissions (other than Cabinet submissions) relating to significant issues.
[For working papers developing Cabinet submissions relating to significant issues, use GOVERNMENT RELATIONS – Submissions.]	Retain as Territory Archives	
*171.102.002*			
171.102.003	Development of submissions (other than Cabinet submissions) made to other non-government organisations, bodies, groups, etc. relating to issues of significance to the Territory.	Retain as Territory Archives	
*171.102.003*			
171.102.004	Final successful agency submissions made to community organisations.	Destroy 7 years after action completed	
*171.102.004*			
171.102.005	Final unsuccessful agency submissions made to community organisation.	Destroy 7 years after action completed	
*171.102.007*			

Submissions (Continued)
The preparation and submission of a formal statement (e.g. business case, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support. 

Entry No.	Description of Records	Disposal Action	
171.102.006	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning other matters of lesser importance with no far reaching impact on the social, economic and international standing of the Territory or country. Includes submissions concerning administrative matters.
[For Cabinet submissions concerning matters of lesser importance, use GOVERNMENT RELATIONS – submissions.]	Destroy 2 years after action completed	
*171.102.006*			
171.102.007	Working papers documenting the development of submissions (other than Cabinet submissions) relating to other matters of lesser importance.
[For working papers developing Cabinet submissions relating to matters of lesser importance, use GOVERNMENT RELATIONS – Submissions.]	Destroy 6 months after action completed	
*171.102.007*			
Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency.

Entry No.	Description of Records	Disposal Action	
171.103.001	Suggestions received from the public relating to the student administration function.
[For feedback received from the public, use STUDENT ADMINISTRATION – Public Reaction.]	Destroy 3 years after action completed	
*171.103.001*			

RETAIN AS TERRITORY ARCHIVES

STUDENT ADMINISTRATION
The function of managing school students. Includes admissions, enrolment, exchange programmes, misconduct processes, graduation, prizes and scholarships.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Entry No.	Description of Records	Disposal Action	
171.004.001	Final version of addresses made by the chief Minister or portfolio Minister or senior agency officers at major public occasions.	Retain as Territory Archives	
*171.004.001*			
Advice
The activities associated with offering opinions as to an action or judgement.  Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
171.005.001	Receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*171.005.001*			
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 No.	Description of Records	Disposal Action	
171.180.001	Records documenting commencement, completion or partial completion of traineeships and apprenticeships. Includes:
•	certificates;
•	qualifications;
•	certificates of competence;
•	statements of attainment;
•	training contracts / agreements.	Retain as Territory Archives	
*171.180.001*			
171.180.002	Employer sign-off letter releasing apprentice.	Retain as Territory Archives	
*171.180.002*			
171.180.003	Pre-training package validation of apprenticeship qualifications. Includes Declared Vocations.	Retain as Territory Archives	
*171.180.003*			
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 No.	Description of Records	Disposal Action	
171.181.001	Records relating to significant, ongoing or perpetual awards. Includes records of donors/sponsors, successful applications, nominations and supporting documents as well as records of the decision making process.	Retain as Territory Archives	
*171.181.001*			
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
[For addresses made at celebrations, use STUDENT ADMINISTRATION – Addresses (presentations).
For managing financial transactions supporting celebrations activities, use FINANCIAL MANAGEMENT – Accounting and/or FINANCIAL MANAGEMENT – Payments.]

Entry No.	Description of Records	Disposal Action	
171.017.001	Programs, invitations, guest lists and photographs relating to celebratory festivities held to honour an event of major importance (e.g. a significant anniversary).	Retain as Territory Archives	
*171.017.001*			
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.
[For addresses made at ceremonies, use STUDENT ADMINISTRATION - Addresses (presentations).
For managing financial transactions supporting ceremonies, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT – Payments.]

Entry No.	Description of Records	Disposal Action	
171.018.001	Programs, invitations, guest lists and photographs relating to ceremonies held to mark a special occasion (e.g. the opening of a building or major facility, or the conferring of special community awards promoted by the agency).	Retain as Territory Archives	
*171.018.001*			
Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.

Entry No.	Description of Records	Disposal Action	
171.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions. Includes:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*171.020.001*			
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring. 

Entry No.	Description of Records	Disposal Action	
171.042.001	External and internal reports evaluating potential or existing services and systems.	Retain as Territory Archives	
*171.042.001*			
Events
The activities relating to the arranging and staging of events. Includes support for local suppliers and organisations to attend, display or promote (e.g. trade displays, Christmas pageants, Canberra Show). Also includes events arranged and staged by agencies (e.g. open days, land sales, Floriade).

Entry No.	Description of Records	Disposal Action	
171.043.001	Records relating to the organisation and staging of events and celebrations of local, state or national significance or those organised to mark major anniversaries of significant people, structures or events.	Retain as Territory Archives	
*171.043.001*			

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 No.	Description of Records	Disposal Action	
171.186.001	Examination assessment returns/or results sheets. Includes amendments to examination returns.	Retain as Territory Archives	
*171.186.001*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. 

Entry No.	Description of Records	Disposal Action	
171.079.001	Final version of plans for major projects.	Retain as Territory Archives	
*171.079.001*			
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making. 

Entry No.	Description of Records	Disposal Action	
171.080.001	Final version of policies.	Retain as Territory Archives	
*171.080.001*			
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, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.

Entry No.	Description of Records	Disposal Action	
171.088.001	Final version of formal reports and reports made to external agencies.	Retain as Territory Archives	
*171.088.001*			

Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc.  Used to support development of projects, standards, guidelines, etc. and business activities in general.  Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.

Entry No.	Description of Records	Disposal Action	
171.091.001	Records documenting detailed research carried out to support the student administration function.	Retain as Territory Archives	
*171.091.001*			
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. 

Entry No.	Description of Records	Disposal Action	
171.093.001	Final reports and action plans.	Retain as Territory Archives	
*171.093.001*			
Student Attendance
Attendance for examinations or other assessment activities and non-accredited programs.

Entry No.	Description of Records	Disposal Action	
171.190.001	Records relating to student attendance. Includes class roll but excludes aggregate reports.	Retain as Territory Archives	
*171.190.001*			
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 No.	Description of Records	Disposal Action	
171.193.001	A student's academic transcript/final results.	Retain as Territory Archives	
*171.193.001*			

Submissions
The preparation and submission of a formal statement (e.g. business case, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support. 

Entry No.	Description of Records	Disposal Action	
171.102.001	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning controversial issues with far reaching social, economic and international implications relating to the functional responsibilities of the agency.
[For Cabinet submission regarding controversial issues, use GOVERNMENT RELATIONS – Submissions.]	Retain as Territory Archives	
*171.102.001*			
171.102.002	Working papers documenting the development of submissions (other than Cabinet submissions) relating to significant issues.
[For working papers developing Cabinet submissions relating to significant issues, use GOVERNMENT RELATIONS – Submissions.]	Retain as Territory Archives	
*171.102.002*			
171.102.003	Development of submissions (other than Cabinet submissions) made to other non-government organisations, bodies, groups, etc. relating to issues of significance to the Territory.	Retain as Territory Archives	
*171.102.003*