University | Records Management Service

Records retention schedule: learning & teaching

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 learning & teaching: Academic quality and standards | Graduation | Programme development and delivery | Student assessment

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.

Academic quality and standards

Record series	Summary retention policy
Degree scheme review documentation	Final report submitted to QAC + 10 years
Departmental review documentation (discontinued 2004)	Review after 6 years to assess archival value
External examiners' reports (Faculty/School)	End of the current academic year + 6 years
External examiners' reports (other than Faculty/School copy)	End of the current academic year + 4 years
Institutional audit (learning and teaching) documentation - evidence	One copy of each set of evidence to be retained permanently
Institutional audit (learning and teaching) documentation - process	End of the current academic year + 5 years
Quality Assurance Code of Practice	End of the current academic year + 6 years - sample to archive
Student unit evaluation forms	End of the current academic year + 1 year
Unit reports	End of the current acdemic year + 5 years

Graduation

Record series	Summary retention policy
Award ceremony invitation forms	End of award ceremony + 1 year
Award ceremony preparation documentation	End of award ceremony + 1 year
Degree ceremony brochures	Permanent retention
Degree verification correspondence	End of the current academic year + 1 year
Duplicate/replacement degree certificate letters	End of the current academic year + 1 year

Programme development and delivery

Record series	Summary retention policy
Collaborative Provision Approval Panel documentation	End of the current academic year + 6 years
Institutional agreements (educational provision)	Termination/lapse of agreement + 6 years
ITII Module Anglais Programme files	End of programme + 6 years
New programme proposals and programme variation proposals (Registry)	Closure of consultation process + 5 years
Programme and unit information submitted for setting up in SAMIS and programme/unit catalogues (SREO)	End of the current academic year + 3 years
Programme Approval Panels documentation	End of the current academic year + 10 years
Register of institutional agreements (educational provision)	Permanent retention
Timetabling submission forms and query-related documentation	End of the current academic year + 1 year
University teaching timetables	One copy of each timetable to be retained permanently

Student assessment

Record series	Summary retention policy
Academic review files (Faculties)	Last action on case + 6 years
Academic review files (Registrar's Office)	Last action on case + 6 years
Examination invigilation certificates	End of the current academic year + 1 year
Examination papers	Permanent retention

For information relating to the retention and disposal of student assessments please click here.

University | Records Management Service