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					The Move

This document is intended as a rough guide to what materials we are required to keep when packing up the discipline area and School offices in preparation for the move, as advised by the University Records Management Office. General Principles:      University policy and strategy documents should be retained for 5 years, and then referred to the University Archives for review before destruction. Audits and reviews of performance against plans and strategies should be retained for 5 years after the current year and then referred as above. Contracts and customer service agreements should be retained for 6 years after the termination of the contract and then referred as above. Original finance records should be retained for 6 years after the current financial year. Publications and promotional materials should be kept whilst current.

Specific Types of Records Teaching       Quality reviews – current + 5 years Curriculum development and reviews – current + 10 years Student number statistics – current + 5 years Taught programme development – life of programme + 10 years Reviews, reports and feedback – current academic year + 5 years Assessment marks, including appeals – current + 6 years (but see section on individual student files below)

Research       Internal quality assurance – current + 5 years Research formulation and proposal – completion of project + 5 years Final reports – completion + 5 years Research programme reviews – current + 5 years Research student assessment – completion + 6 years (but see section on individual student files below) Advice and guidance to research students – completion + 6 years

Research Ethics  Project reviews and minutes – current + 30 years

Student Administration       Strategy and policy documents – current + 10 years Recruitment campaigns – current + 5 years Admissions criteria – superseded + 10 years Clearing process administration – current + 1 year Student induction design – superseded + 5 years Records documenting the handling of applications for admission and unsuccessful applications – end of contact with applicant + 1 year

Individual Student Files Most student data should be kept for 6 years after the student’s course has ended. This is to comply with the Limitation Act 1980 and is in line with the principles of the Data Protection Act 1998. Only basic records of students should be kept for longer periods i.e. transcript information which the University are obliged to provide for a period of 40 years after the date of the end of the student’s course. Examinations and Assessments      Rules and procedures – superseded + 10 years Selection of External Examiners – termination of appointment + 10 years Examination scripts – current year + 1 year Examination administration – current + 1 year Pass/award lists – forever

Health and Safety       Risk management – superseded + 5 years H & S Management – superseded + 50 years H & S training – end of employment + 5 years Risk assessments – period of relevance + 5 years H & S inspections – current + 5 years Records of notification of accidents – date of injury + 4 years

Finance       Audits – current + 6 years Invoices – current + 6 years Expenses – current + 6 years Petty cash – current + 6 years Preparation of annual accounts – current + 6 years Annual statutory body funding – current + 10 years

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Research grants – termination of grant + 6 years Scholarship funds – current + 6 years Purchase/sale of investments – current + 6 years Payroll – current + 6 years Sick pay and maternity pay – current + 3 years Pension contributions – termination of contract + 75 years

Personnel       Management succession plans – superseded + 5 years Job specification development – superseded + 5 years Recruitment authorisation – current + 1 year Vacancies advertising – completion of appointment + 6 months Unsuccessful applications – completion of appointment + 6 months Successful applications – termination of employment + 6 years

Dissertations and Theses We need to decide what will happen to the vast quantities of these that are currently stored within DAs as there is very little room within the new building and JRUL won’t take them.


				
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