University | Records Management Service

Records retention schedule: student administration & support

Introduction | 1. Structure & management | 2. Financial resources | 3. Human resources
4. Physical resources | 5. Student administration & support | 6. Information services
7. Learning & teaching | 8. Research & development | 9. External relations

In student administration & support: Student admission | Student accommodation | Student registration and administration | Student discipline | Student services to support learning | Student liaison | Student welfare | Student associations

Click on the record series title to view the full retention details for each record type. Please note that clicking on one of the links below will open a separate window.

Student admission

Record series	Summary retention policy
Application forms for applicants who do not become students	Intended point of admission + 1 year
Student application forms (part-time credit-bearing programmes awarded through collaborative provision)	Intended point of admission + transfer to departmental student file
TOEFL/IELTS official score reports	Receipt + 1 year

Student accommodation

Record series	Summary retention policy
Accommodation application forms	End of the current academic year + 1 year
Accommodation residency contracts	End of the academic year in which student is resident in University accommodation + 1 year
Accommodation room transfer forms	End of the current academic year
Accommodation termination forms	End of the current academic year + 1 year
Rejected accommodation application forms	Start of the academic year in which student would have been resident in University accommodation + 6 months
Resident tutors' log-books	End of the current academic year + 1 year
Resident tutors' meetings documentation	End of the current academic year + 1 year
Special applications for accommodation based on medical evidence	Graduation/leaving + 1 year
Student residence house meetings documentation	End of the current academic year + 1 year

Student registration and administration

Record series	Summary retention policy
Change of circumstances forms	End of the current acdemic year + 1 year
Composite cohort photographs	Graduation of cohort + 1 year
Conferment sheets and pass lists (SREO)	One complete set to be retained permanently
Departmental student files: award/credit-bearing programmes	Weed up to 3 years after graduation/leaving and then permanent retention
Departmental student files: short non-credit-bearing courses, including continuing professional development (CPD)	Completion of course/leaving + 6 years
Departmental student record cards	Permanent retention
Departmental year books	Permanent retention
Graduate Office student files (discontinued 2010)	Graduation/leaving + 6 years
Graduate Teacher Programme (GTP) trainee files	Completion of programme/leaving + 6 years
LEA correspondence	End of the current academic year +3 years
Student notification forms	End of the current academic year + 3 years
Student record database (STRDB) printouts	Weed and then permanent retention
Student registration forms	End of the current academic year + 10 years
Student-unit enrolment (SUE) forms	End of the current academic year + 1 year
To whom it may concern... letters	End of the current academic year + 1 year

Student discipline

Record series	Summary retention policy
Student discipline files	Graduation/leaving + 6 years
Student incident records	Graduation/leaving + 1 year

Student services to support learning

Record series	Summary retention policy
Documentation about schemes for student placement/exchange abroad (Departments)	Weed after 3 years to retain any useful QA evidence for departmental purposes and transfer remaining material to the Study Abroad Office
Funding scheme documentation for placements in Europe (Study Abroad Office)	Date of receipt of final report for scheme + 6 years
IELTS candidate scripts and cassettes	End of the current calendar year + 2 years
LLP-Erasmus Programme documentation (Departments)	Weed after 3 years to retain any useful QA evidence for departmental purposes and transfer remaining material to the Study Abroad Office
LLP-Erasmus Programme documentation (Study Abroad Office)	Date of receipt of final report for scheme + 6 years
Study Abroad Office (incoming) student applications	Graduation/leaving + 6 years
Study Abroad Office (incoming) student transcripts	Permanent retention

Student liaison

Record series	Summary retention policy
Student complaints documentation	Last action on complaint + 6 years

Student welfare

Record series	Summary retention policy
Counselling Service client notes	End of the current academic year + 6 years
Counselling Service data protection cards	End of the current academic year + 6 years
Head of Student Services' casework files	Graduation/leaving + 3 years
Student hardship fund documentation	Graduation/leaving + 3 years
Student loans documentation	End of the current academic year + 6 years
Student Money Service correspondence with students	End of the current academic year + 3 years
US Federal Aid documentation	Graduation/leaving + 6 years

Student associations

Record series	Summary retention policy
Students' Union constitution	Permanent retention (yearly 'snapshot')
Students' Union handbooks and guides	Permanent retention
Students' Union newspaper	Permanent retention

University | Records Management Service