Minimum Retention Requirements for University Records
The table below provides an overview of the most common University records and their minimum
retention periods. Note - Records must not be disposed of without proper authorisation.
Record
Example
Disposal Class
Retain for
Student Records
Student Files
Where student
records are stored on
the one file and do
not include grievance
records.
Student applications
Application forms
(successful and
unsuccessful
applications);
references;
supporting
documentation
PROS02/01 6.1.0
Retain 1 year
following date of
submission
Student selection
Interview results,
entry examination
papers, decision
documentation
Cross Institutional
Enrolment forms
Enrolment
Amendment forms
Evidence of Eligibility
VET
PROS02/01 6.2.0
Retain 1 year
following date of
decision
PROS02/01 8.1.0
Retain 7 years
following date of
enrolment.
Application form –
not supporting
documentation
PROS02/01 8.1.0
Student enrolment
Recognition of Prior
Learning Results
Retain 7 years from
date of completion of
program.
Lodge records into the
University archives
using established
procedures.
Retain 7 years
following date of
enrolment
Lodge records into the
University archives
using established
procedures.
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
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Document Owner:
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Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Record
Example
Recognition of Prior
Learning Results
RPL supporting
documentation
Disposal Class
PROS02/01 8.1.0
Retain for
Retain 7 years
following date of
enrolment
Lodge records into the
University archives
using established
procedures.
Credit Transfer Form
Credit Transfer form
-not supporting
documentation.
PROS02/01 8.1.0
Retain 7 years
following date of
enrolment
Lodge records into the
University archives
using established
procedures
Credit Transfer
documentation
Credit transfer
supporting
documentation
PROS02/01 8.1.0
Retain 7 years
following date of
enrolment
Lodge records into the
University archives
using established
procedures
Deferment Form
Deferment form
PROS02/01 8.1.0
Retain 7 years
following date of
deferment.
Lodge records into the
University archives
using established
procedures
Exemption Form
Exemption form
PROS02/01 8.1.0
Retain 7 years
following date of
deferment.
Lodge records into the
University archives
using established
procedures
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
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Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Record
Example
FEE-HELP
Declaration / VET
FEE HELP
Declaration
FEE-HELP
Declaration / VET
FEE HELP
Declaration
Disposal Class
PROS02/01 8.1.0
Retain for
Retain 7 years
following date of
enrolment.
Lodge records into the
University archives
using established
procedures
Leave of Absence
Form
Leave of Absence
PROS02/01 8.1.0
Retain 7 years
following date of
deferment.
Lodge records into the
University archives
using established
procedures
Sponsor Agreement
Sponsor Agreement
PROS02/01 8.1.0
Retain 7 years
following date of
enrolment.
Lodge records into the
University archives
using established
procedures
Withdrawal Form
Withdrawal form
PROS02/01 8.1.0
Retain 7 years
following date of
withdrawal.
Lodge records into the
University archives
using established
procedure
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
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Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
VET Training Plan
(including
Apprenticeships &
Traineeships)
Apprentice and
trainee learning and
assessment plans
FedUni Policy
Retain 7 years from
the date of the end of
the Unit.
To be retained on the
student file.
Lodge records into the
University archives
using established
procedure
Record
Example
Disposal Class
Student
Assessments –
Higher Education
Student
assignments,
completed exam
script books
PROS02/01 11.2.2
Student
Assessments – VET
Apprenticeships and
Traineeships
Student
assignments,
completed exam
script books
PROS02/01 11.2.1
FedUni Policy
Retain for
Retain 18 months
after administrative
use has concluded.
Retain 7 years after
administrative use
has concluded.
To be retained on the
student file.
Lodge records into the
University archives
using established
procedure
Student
Assessments - VET
students nonApprenticeship or
Traineeship
Student
assignments,
completed exam
script books
PROS02/01 11.2.2
FedUni Policy
Retain 7 years after
administrative use
has concluded.
To be retained on the
student file.
Lodge records into the
University archives
using established
procedure
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
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Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Final Assessment
Summary form of
final results to be
awarded to students
for each component
of study
PROS02/01 11.3.0
Permanent
Transfer to PROV
when administrative
use is concluded.
Lodge records into the
University archives
using established
procedure
Theses – Honour
Degree
Honours Thesis
PROS02/01 11.4.0
Related
documentation /
items including
artwork, video or
sound recordings,
specimen collections
Record
Example
Higher Degree
Theses – High Public
Interest
PhD Theses
Disposal Class
PROS02/01 11.5.1
Retain until
organisational use
has concluded.
Retain for
Permanent - Transfer
to PROV when
administrative use is
concluded.
Lodge records into the
University archives
using established
procedure
Higher Degree
Theses – Paradigm
Shifting
PhD Theses
Higher Degree
Theses - Other
PhD Thesis
PROS02/01 11.5.2
Permanent
Lodge records into the
University archives
using established
procedure
PROS02/01 11.5.3
Related
documentation /
items e.g. artwork,
video or sound
recordings, specimen
collections
Retain until
organisational use
has concluded.
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
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Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Student attendance – Class rolls,
Higher education
attendance registers
students and
PROS02/01 11.1.2
Student attendance – Class rolls,
Apprenticeship or
attendance registers
Traineeship and;
TAFE students not
undertaking an
Apprenticeship or
Traineeship
PROS02/01 11.1.2
Retain 2 years
after last entry
FedUni Policy
Retain 7 years after
administrative use
has concluded.
To be retained on the
student file.
Lodge records into the
University archives
using established
procedure
Record
Example
Student progress
Meeting minutes,
intervention
strategies,
correspondence
Disposal Class
PROS02/01 8.1.0
Retain for
Retain 7 years
after completion,
withdrawal or
abandonment of
enrolment by student
Lodge records into the
University archives
using established
procedure
Student Placements / Work / industry
Professional
placement
Experience
agreements; student
consent for
placements; student
logbooks.
PROS02/01 15.3.1
Special consideration Medical certificates;
special consideration
forms,
correspondence.
PROS02/01 19.3.0
Retain 7 years
following completion
of the placement
Lodge records into the
University archives
using established
procedures
Retain 2 years
following date of last
entry.
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
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Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Student
Grievances - Upheld
(Grievance not
proven)
Lodgement forms;
statements /
interviews tendered;
correspondence
PROS02/01 9.3.0
Retain until
organisational use
has concluded.
Student
Grievances - Not
upheld (Grievance
proven)
Lodgement forms;
statements /
interviews tendered;
correspondence
PROS02/01 9.1.0
Retain 15 years
following date of
decision.
Lodge records into the
University archives
using established
procedures
Record
Example
Student Discipline Upheld
Lodgement forms;
statements /
interviews tendered;
correspondence
Disposal Class
PROS02/01 9.1.0
Retain for
Retain 15 years
following date of
decision.
Lodge records into the
University archives
using established
procedures
Student Discipline –
Not upheld
Lodgement forms;
statements /
interviews tendered;
correspondence
PROS02/01 9.3.0
Retain until
organisational use
has concluded.
Appeals - Upheld
(Charge not proven)
Lodgement forms;
statements /
interviews tendered;
correspondence
PROS02/01 9.3.0
Retain until
organisational use
has concluded.
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
Page 7 of 11
Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Appeals – Dismissed
(Charge Upheld)
Lodgement forms;
statements /
interviews tendered;
correspondence
PROS02/01 9.1.0
Retain 15 years
following date of
decision.
Lodge records into the
University archives
using established
procedures.
Record
Example
Disposal Class
Retain for
Academic Program Records
Course development
Course proposals;
draft subject outlines.
PROS02/01 21.1.0
Retain 3 years
from date of last
entry
Lodge records into the
University archives
using established
procedures
Course Approvals
Course outlines for
approval.
PROS02/01 21.2.0
Permanent
Lodge records into the
University archives
using established
procedures.
Course
Accreditations and
External Recognition
Course proposals
PROS02/01 21.2.0
and documentation
presented to external
accrediting bodies for
sanction or approval.
Permanent
Course Review
(review or changes
to existing courses)
Course alteration
proposals, draft
revised course
outlines, unapproved
curriculum revisions.
PROS02/01 21.3.0
3 years from date of
last entry.
Course Management
Timetables, venue
rosters, working
papers, teaching
loads / allocations
PROS02/01 22.4.0
Lodge records into the
University archives
using established
procedure
Lodge records into the
University archives
using established
procedures
Retain until
organisational use
has concluded
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
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Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Industry Partner /
Employer Feedback
Learning and
Assessment Plans
Feedback about a
specific course, unit
or program received
from industry
partners or
employers
PROS07/01 2.5.1
Learning and
assessment plans
used in the
Standards to show
evidence of
continuous
improvement.
PROS02/01 21.3.0
Record
Example
Teaching Staff
Qualifications Matrix
Staff qualification
matrix required for
Standards reporting
Retain 2 years from
date of last action.
Lodge records into the
University archives
using established
procedures
Retain 3 years from
the date of cessation.
Lodge records into the
University archives
using established
procedures
Disposal Class
PROS02/01 3.2.0
FedUni Policy
Retain for
Retain 2 years after
life of relevant
program.
Lodge records into the
University archives
using established
procedures
Student induction /
orientation
Student induction
manual, venue
bookings, display
arrangements
PROS02/01 14.2.0
Retain 12 months
from date of last
action.
Examination Content
Where
corresponding
syllabus details to
not exist
PROS02/01 22.1.0
Permanent
Working papers,
draft examination
question papers
PROS02/01 22.3.0
Examination Content
Development
Lodge records into the
University archives
using established
procedures
Retain until
organisational use
has concluded.
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
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Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Student Evaluations
Feedback forms
completed by
students about a
specific course, unit
or program.
PROS02/01 22.4.0
Course / program
marketing material –
final version.
Brochures, course
information packs
PROS07/01 2.14.2
Student Recruitment
Marketing material;
draft advertising;
road show
documentation;
information session
files.
Retain 2 years from
date of last action.
Lodge records into the
University archives
using established
procedures
Retain 7 years after
action completed.
Lodge records into the
University archives
using established
procedures
PROS02/01 14.1.0
Retain 2 years
following date of
activity.
Lodge records into the
University archives
using established
procedures
Administrative Records
Committee
Agenda’s, Minutes
and Papers
Contact Records Management to confirm the retention requirements
for original records.
Contracts and
Agreements
Signed originals of contracts and agreements should be forwarded to
Legal Services.
Hard copy records distributed for information purposes only can be
disposed of once administrative use has concluded. A Records
Disposal Authorisation form is not required for copies.
Copies can be retained for business use and disposed of once
administrative use has concluded. A Records Disposal Authorisation
form is not required for copies.
Finance Records
Originals should be forwarded to Finance, with copies retained for
business use.
Copies can be disposed of once administrative use has concluded. A
Records Disposal Authorisation form is not required for copies.
Human Resources
Records
Originals should be sent to Human Resources. If the record relates
to an employee or contains confidential or personal information, the
business area must ensure the copy is stored in a secure area.
Copies can be disposed of once administrative use has concluded. A
Records Disposal Authorisation form is not required for copies.
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
Page 10 of 11
Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016
Reference or
Ephemeral Material
Reference or ephemeral material can be disposed of once
administrative use has concluded. A Records Disposal Authorisation
form is not required for reference or ephemeral records.
Travel Applications
Original signed Travel applications must be retained within the
school for 2 years after administrative use has concluded. A Records
Disposal Authorisation form is required to be submitted to request
the disposal of these records.
For information on other record classes please contact Records Management Services or
refer to the University's Records Retention and Disposal Requirements Guideline.
The disposal of records must be completed as outlined in the Records Management
Procedure – Retention and Disposal of University Records.
Warning – Uncontrolled when printed! The current version of this document is kept on the Fed Uni website.
Authorised by:
Document Owner:
Page 11 of 11
Manager, Records, Archives and Policy Services
Manager, Records, Archives and Policy Services
CRICOS Provider Number – 00103D
Original Issue:
08/04/2014
Current Version: 19/02/2015
Review Date:
08/04/2016