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Records Retention Schedule for files relating to student data.
Student data is made up of the following headings:
- 1.1 Teaching
Ref Record group Examples Trigger Retention Citation Notes 1.1.1 Published regulations and Academic Manual PERMANENT PERMANENT UCL 1.1.2 Conduct and results of formal internal and external reviews of teaching quality and standards, and responses to the results. QAA, Higher Education Review and TEF. PERMANENT PERMANENT UCL 1.1.3 Conduct and results of periodic formal internal quality reviews of teaching and quality standard and responses to results. IQR. PERMANENT PERMANENT UCL 1.1.4 Reports of routine internal reviews of taught programmes and documentation of formal independent reviews of taught programmes, and the responses to the results. Annual Student Experience Review; Records used to inform continuing programme development including statistics. PERMANENT PERMANENT UCL 1.1.5 Records documenting the design and development of (modules of) taught programmes. Programme approval documentation. Life of programme. 10 JISC 1.1.6 Records documenting the process of obtaining approval and/or accreditation for (modules of) taught programmes from professional, statutory or other accreditation bodies. Reports of accreditation/approval visits and certification. Life of programme. 10 UCL 1.1.7 Teaching and learning materials. Moodle materials. Life of programme. 0 UCL 1.1.8 Teaching and learning events. Lecturecast recordings. Event. 7 UCL 1.1.9 Attendance registers. Register UCL logs. End of student relationship. 6 UCL Where possible paper records should be transposed into Register UCL. Where this isn't possible a retention period of 6 years from the event should be used. 1.1.10 Design and development of assessments and associated marking criteria. Assessment brief or description of assessment and marking criteria and/or rubrics given to students. Life of programme. 0 JISC 1.1.11 Submitted/completed assessments (formative and summative) along with feedback where relevant and marks/grades given. (Electronic records) Assessed research projects, dissertations, coursework and mark sheet, essays, assignments, exam scripts submitted electronically. AY 6 Limitation Act 1980, s.5. Marks and grades for summative assessments will be stored permanently as part of the core student record. 1.1.12 Submitted/completed assessments (formative and summative) along with feedback where relevant and marks/grades given. (Paper records) Assessed research projects, dissertations, coursework and mark sheet, essays, assignments, exam scripts submitted in paper form. AY 1 UCL 1.1.13 All student work subject to RIBA validation visit. Board of Examiners meeting. 2 REVIEW RIBA 1.1.14 PhD assessment. Thesis submitted for research degree (successful students). PERMANENT PERMANENT UCL 1.1.15 Special circumstances. Records relevant to special circumstances, such as change of programme
programme withdrawal
change of mode of study
interruption of study
extenuating circumstances
fitness to study
learning agreements
fitness to practice
academic insufficiency
suspension of regulations.End of student relationship. 6 Limitation Act 1980, s.5. Evidence in support of Extenuating circumstances should not be retained for longer than 12 months after the relevant exam board.
Fitness to study/learning agreements chapter 3 and 4 (Academic Manual).- 1.2 Recruitment and Admissions
Ref Record group Examples Trigger Retention Citation Notes 1.2.1 Correspondence with prospective students. End of admissions cycle. 1 JISC 1.2.2
Archive of web pages containing specific admissions criteria or advice. End of admissions cycle. 5 CMA 1.2.3 Development of admission criteria. ARP reports & minutes;
Admissions selection criteria templates.AY 10 UCL 1.2.4 Initial assessment of application against agreed admission selection criteria (successful applicants). Qualifications on Entry;
English Language;
WP student assessment;
Fee status assessment.End of student relationship. 6 Limitation Act 1980, s.5 Move to student file for successful applicants. 1.2.5 Admissions decision (successful applicants). Correspondence with department;
Offer letter;
Response from students.End of student relationship. 6 Limitation Act 1980, s.5 Move to student file for successful applicants. 1.2.6 Documents confirming prior qualifications, English language proficiency or other requirements (successful applicants). Certificates;
Test results;
Transcripts.End of student relationship. 6 Limitation Act 1980, s.5 Move to student file for successful applicants. 1.2.7 Admissions record for unsuccessful applicants. Application;
Supporting documents;
Background Checks (professional regulated students).End of admissions cycle. 1 Equality Act 2010, s.118 1.2.8 Background checks for professional regulated students (successful applicants). DBS check: outcome only;
Occupational health check - outcome letter.End of student relationship. 6 Limitation Act 1980, s.5 Move to student file for successful applicants.
For records relating to health checks, see Workplace Health.- 1.3 Student Immigration Advice and Compliance
Ref Record group Examples Trigger Retention Citation Notes 1.3.1 Immigration casework/compliance for students, including the retention of immigration permission from students. End of student relationship. 6 OISC, para 57 1.3.2
Immigration casework/compliance for applicants who do not enrol. Last interaction relating to casework. 6 OISC, para 57 - 1.4 Student Records and Awards
Ref Record group Examples Trigger Retention Citation Notes 1.4.1 Core Student Record. PERMANENT PERMANENT UCL 1.4.2 Information about individual students which is not covered by a specific entry in this schedule. End of student relationship. 6 Limitation Act 1980, s.5 1.4.3 Exam papers. PERMANENT PERMANENT UCL 1.4.4 Invigilator Administration. Records documenting the selection, appointment and training of examination invigilators. AY 3 UCL 1.4.5 Organisation of examination facilities, including special arrangements for students with special needs. Attendance report detailing examination adjustments. AY 6 UCL This information should only be retained at department level until BOE decision. The home of this data for the longer term is SITS and the Registry. 1.4.6 Records documenting individual students' attendance at examinations, and the handling of reports of mitigating circumstances. Individual exam timetable, attendance forms, exam paper query forms, invigilation report forms. AY 6 Limitation Act 1980, s.5 This information should only be retained at department level until BOE decision. The home of this data for the longer term is SITS and the Registry. 1.4.7 External Examiner Administration. Records documenting the selection and appointment of external examiners. Termination of appointment. 5 UCL 1.4.8 External Examiner Administration. Records documenting liaison with external examiners on the formal moderation process
External examiners reports and departmental response to the report.AY 6 UCL 1.4.9 Informing professional bodies of accreditation. List of graduates, letter from accrediting body confirming graduate’s accreditation. PERMANENT PERMANENT UCL 1.4.10 Providing transcripts. Transcript request and response. Date of request. 1 UCL - 1.5 Tuition Fees
Ref Record group Examples Trigger Retention Citation Notes 1.5.1 Records of the collection of tuition fees. End of student relationship. 6 UCL - 1.6 Student Financial Support
Ref Record group Examples Trigger Retention Citation Notes 1.6.1 Applications for financial aid / hardship funds /emergency loans. Correspondence with student, completed application form, evidence of financial position, outcome letter, record of decision making process, annual spreadsheet of allocated funds. End of student relationship. 6 Limitation Act 1980, s.5 1.6.2 Allocating scholarship, grants, bursaries and prizes. Records generated by assessment of application, including student's proposal, application, correspondence, committee minutes and award notification, reports of the project funded by the grant or bursary. End of student relationship. 6 Limitation Act 1980, s.5 1.6.3 Administering UK student loans: Cross checking with Student Loan Company whether applicants are registered with UCL and annually cross checking with SLC whether they have a correct record of student's year and programme. Download of applicants from SLC;
Information from SLC on year and programme.FY 7 UCL - 1.7 Student Casework
Ref Record group Examples Trigger Retention Citation Notes 1.7.1 Conduct and results of disciplinary or academic misconduct proceedings against individual students. Records of cases handled by Registrar, Discipline Committee, Discipline Review Body including outcome letter, notice of appeal, reports and correspondence. Last action on case. 6 Limitation Act 1980, s.5 1.7.2 Handling of complaints by individual students where the formal complaints procedure is not initiated. Correspondence, notes of meetings. Last action on complaint. 3 UCL 1.7.3 Handling of formal complaints and academic appeals made by individual students against the institution. Complaint form and supporting evidence, departmental response, outcome letters, completion of procedures letters, notes of panel hearings, correspondence. Last action on case. 6 Limitation Act 1980, s.5 - 1.8 Student Surveys and Feedback
Ref Record group Examples Trigger Retention Citation Notes 1.8.1 Routine solicited feedback from students: identifiable individual responses. End of module feedback, student evaluation questionnaires, focus groups, student suggestions schemes. Completion of analysis of feedback 0 UCL Retention should be referenced in the privacy notice used at the point of collection. 1.8.2
(Anonymised) summaries and analyses of routine solicited feedback from students. Summaries of feedback, aggregated data from feedback. Completion of analysis. 10 UCL 1.8.3 Routine solicited feedback on taught programmes from staff and examiners: individual feedback. Completion of analysis of feedback. 0 UCL 1.8.4 Records documenting the design and conduct of student surveys. Completion of survey 10 UCL 1.8.5 Results of student surveys: identifiable individual responses. Institutional surveys as well as ad hoc surveys and feedback about specific schemes and projects. Completion of analysis of survey responses. UCL UCL Retention should be referenced in the privacy notice used at the point of collection. 1.8.6 Results of student surveys: summaries and analyses of responses. Survey closure date. 10 UCL 1.8.7 Records documenting the design and conduct of Graduate Outcomes Surveys and (anonymised) summaries and analyses of the results of First Destination Surveys. Survey closure date. 10 UCL - 1.9 Student Support
Ref Record group Examples Trigger Retention Citation Notes 1.9.1 Student counselling services. Student information form and confidentiality agreement, database entry on presenting problems and use of service, voluntary clinical outcomes feedback forms, letters to academic staff involved with the student. Last contact. 6 REVEIW Limitation Act 1980, s.5;
BACP1.9.2 Learning Support for Students with specific needs including reasonable adjustments and exam adjustments. Information from individual students, information from schools, institutions, doctors, access centres, educational psychologists or other professionals who have assessed the student. Documents informing relevant academic and admin staff about special needs of particular students, DSA records. End of student relationship. 6 REVEIW Limitation Act 1980, s.5 1.9.3 Learning Support for Students with specific needs who do not enrol at UCL. Information from individual students, information from schools, institutions, doctors, access centres, educational psychologists or other professionals who have assessed the student. Academic year. 1 Equality Act 2010 1.9.4 Careers advice. Contact details;
Interview dates;
Record of employment;End of student relationship. 3 Equality Act 2010;
JISC- 1.10 Student Accommodation
Ref Record group Examples Trigger Retention Citation Notes 1.10.1 Unsuccessful applications and applications not taken up. Application, correspondence. AY 1 UCL 1.10.2 Successful applications. Application, correspondence. Superseded by contract. 0 Limitation Act 1980, s.5 1.10.3 The establishment of formal contractual relationship between institutional accommodation and student. Tenancy agreements and terminations, inventories, transfer forms. Termination of contract. 6 Limitation Act 1980, s.5 1.10.4 Students application to accommodation provided by UCL: Specific requirements – supporting evidence. Medical letters/evidence. Decision 3 months JISC 1.10.5 Student Lists. The collation of students in list format for information purposes. Superseded or end of AY. 0 JISC 1.10.6 Incident reports. Incidence reports relating to student accommodation (unless covered under HEALTH AND SAFETY section or where incident forms part of the complaints process). Last action. 1 JISC 1.10.7 Complaints management process. Records of the conduct and results of accommodation complaints process (unless moves to formal complaints process – see section x). Termination of contract. 0 UCL 1.10.8 Photographs Images of students in UCL accommodation used for identification and related accommodation purposes. Termination of contract. 1 UCL - List of citations
Acts of Parliament
- Limitation Act 1980.
- Equality Act 2010.
UK and EU statutory guidance
- BACP: British Association for counselling and Psychotherapy.
- CMA: Competition and Markets Authority.
- JISC: Model records retention schedule 2019.
- OISC: OISC Code of Standards: 2016.