Records and Archives Services
Records and Archives Services
TRIM naming conventions for Student files
Undergraduate and graduate coursework*
Version 2 - 2012
The aim of the “TRIM naming convention for Student Files (undergraduate and coursework)” is to identify the types of records that should be going onto a
student file, as well as providing information on how these records should then be titled. Staff should always be aware that student files can be viewed by
the student (when they are a current student) as well as being accessed under FOI, once the student has left the University. Therefore, it is important to be
aware of the types of records that belong on a student file.
After taking on board feedback from faculties that have been using these naming conventions, Records Services have adopted the following changes.


Single format for all titling
Streamlining and additional modification of naming conventions
Single format for all titling
The naming conventions in this document should be used when registering undergraduate and graduate coursework student documents to
TRIM.
*There is a separate naming convention document for Research Degree student documents available at:
http://adm.monash.edu/records-archives/rmo/monash-only/student-files/index.html
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 1
Records and Archives Services
Titling documents using these conventions assists in the retrieval of records from TRIM when searches are run, and is crucial in determining
the retention of individual student files.
All student document titles will now start with the subject matter (subject matter as determined in the tables below) and be followed by the student
name, course code (if applicable) and the year – ie. Enrolment – SMITH John Wayne – C002 – 2012.
General Rules:
 Student names should be entered as LAST NAME Given Names, ie. SMITH John Wayne (no commas)
 Course codes should be prefixed with a ‘C’, ie. C002 as this distinguishes them from other numbers and dates
 There is no requirement to enter student ID numbers in titles as this is already located at the file level
 Abbreviations should be avoided unless they are documented at the end of these guidelines. They must be documented, so that people know what
abbreviations mean over time.
 The document date should be entered in the date created field on the registration screen, not in the title of the document
 Remove all underscores from your titles and do not use symbols other than dashes (-) as other symbols can interfere when searching. Always leave
a space between dashes and words.
 If you require any additions and/or alterations to the naming conventions, please email the TRIM service desk – trimservice@monash.edu
Streamlining and additional modification of naming conventions
The table below has also been streamlined, so certain records have been regrouped, in order to make them easier to find. We have also added
an index at the top of the document for quick reference.
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 2
Records and Archives Services
TABLE OF CONTENTS
A
Academic Progress, 5
Admission, 7
Advanced Standing. See Credit
Alternative Exit, 8
Assessment, 8
Disputes – Fees and enrolments, 13
Double ID, 14
E
Enrolment, 14
ESOS, 15
Examination, 16
Exchange. See Monash Abroad
B
F
Bursaries. See Scholarship
C
Campus Transfer, 9
Complementary Study, 9
Congratulatory Letters, 10
Consultation with Student. See Course Advice
Correspondence, 10
Course Advice, 10
Course Completion, 11
Course Progression, 11
Coursework Scholarships and Bursaries, 24
Credit, 12
Cross Institutional Study, 12
Faculty Requests, 17
Fees, 17
Fees - Sponsorship, 18
File Note, 18
G
Grievance. See Student Grievance
H
Health and Safety, 18
Historical File, 18
Honours, 18
I
D
Deferment, 12
Discipline. See Student Discipline
Discontinue Course, 13
Intermission, 19
Internal Course transfer, 19
International Students, 19
Invalidations, 20
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 3
Records and Archives Services
L
Load, 20
M
Major – Change of, 20
Minor Thesis, 20
Monash Abroad, 21
Scholarship, 24
Single Unit Enrolment, 25
Special Consideration, 25
Special Requirement, 26
Student Discipline, 27
Student Grievance, 28
Student ID Cards, 26
Student Visa Holders, 29
Study Abroad. See Monash Abroad
Study Statement, 30
P
T
Personal Details, 21
Privacy, 22
Transfer. See Campus Transfer, See Internal Course Transfer
R
Recognition of Prior Learning. See Credit
Re-Enrolment. See Enrolment
Remission of Debt, 23
U
US Financial Aid, 30
W
S
Withdrawal, 31
Withdrawn Incomplete, 31
Safety. See Health and Safety
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 4
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Notes
Academic Progress
Appeal to the Dean

Appeal Submission by Student to the Dean

Academic Progress - Student Submission to
Dean – Name of student –Year
Notification of Outcome of Appeal to the
Dean

Academic Progress - Appeal to Dean
Outcome notification – Name of student –
Year

Academic Progress - Student Submission to
Exclusion Appeals Committee – Name of
student – Year
Restrict access to documents if required
Exclusion Appeals Committee
Appeal Submission by student to Exclusion
Appeals Committee
Notification of Outcome on Appeal to
Exclusion Appeals Committee

Restrict access to documents if required
Academic Progress - Appeal to Exclusion
Appeals Committee outcome notification –
Name of student –Year
Faculty Academic Progress
Committee
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 5
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Early Warning Letter
Mid -year intervention letter

Academic Progress -Early Warning – Name of
student –Year

Academic Progress - Mid-year intervention –
Name of student –Year

Academic Progress - Notice of Referral –
Name of student –Year
Notification of Referral
Notification of hearing details
Notes
Academic Progress - Hearing Notification –
Name of student - Year

Submission from Student to Academic
Progress Committee

Notification of Outcome/Decision
Academic Progress – Student Submission –
Name of student - Year
Restrict access to documents if required
Academic Progress - Hearing outcome
notification – Name of student – Year

ESOS
ESOS exclusion –Section 20 exclusion

Admission
ESOS Exclusion – Name of student – Course
code - Year
Only successful applications for admission are placed on Student File
See also International Students
Application
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 6
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Application for admission
(domestic )

Admission Application – Name of student –
Course code - Year
Application for admission – International
Student

Admission Application – IRS International
Student – Name of student – Course code Year
Unsuccessful application for admission
X
Not placed on Student File
Complementary Study Application

Cross Institutional Study Application

Irregular application

Single Subject Enrolment Application

Special Admissions (enrolled Students only

Admission Application – Complementary
Study – Name of student – Course code Year
Admission Application – Cross Institutional
Study – Name of student – Course code Year
Admission Application – Irregular Offer –
Name of student – Course code - Year
Admission Application – Single Subject Study
– Name of student - Year
Admission Application – Name of student –
Course code - Year
Notes
IRS applications from 2009 to 2011
(inclusive) are not routinely scanned to
student file. They are stored in boxes in
Student Files Clayton and will be scanned
upon request
Offer and Acceptance
Commonwealth Supported Place CSP
Acceptance
Commonwealth Supported Place CSP Offer


Admission – Acceptance of CSP -– Name of
student – Course code - Year
Admission – Offer of CSP– Name of student –
Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 7
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Acceptance of Offer

Letter of Offer

CV and References (enrolled students only)

Irregular Offer

Notes
Admission – Acceptance of Offer – Name of
student – Course code - Year
Admission – Letter of Offer – Name of
student – Course code - Year
Admission Application – CV and References –
Name of student – Course code - Year
Admission Application – Irregular Offer –
Name of student – Course code - Year
Alternative Exit
Application for Alternative Exit

Decision on Alternative Exit

Enquiry on Alternative exit

Assessment
Alternative exit application – Name of
student – Course code - Year
Alternative exit decision – Name of student –
Course code - Year
Alternative exit enquiry – Name of student –
Course code - Year
See also Special Consideration
Application for Deferred Final Assessment

Special Consideration – Deferred Final
Assessment – Application – Name of student
– Course code - Year
Assignment Extensions

Assessment – Assignment Extension – Name
of student – Course code - Year
Assignment Re-Marks

Assessment – Re-Marks – Name of student –
Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 8
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Post BOE Result Amendment Form

Post BOE result amendment – Name of
student – Course code - Year
Complementary Study Results

Assessment – Complementary Study Results
– Name of student – Course code - Year
Result Amendment

Assessment – Result Amendment – Name of
student – Course code - Year
Supplementary Assessment

Assessment – Supplementary Assessment –
Name of student – Course code - Year
Application for Campus Transfer

Decision regarding Campus Transfer
application

Campus Transfer Application – Name of
student – Course code - Year
Campus Transfer Decision – Name of student
– Course code - Year
Notes
Campus Transfer
Complementary Study
Application – Complementary Study

Complementary Student results or
assessment

Admission Application – Complementary
Study – Name of student – Course code Year
Assessment – Complementary Study – Name
of student – Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 9
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Enrolment - Complementary Study

Enrolment - Complementary Study – Name
of student – Course code - Year
Offer and approval – Complementary Study

Results – Complementary Study

Admission – Complementary Study Offer OR
Admission – Complementary Study Approval
– Name of student – Course code - Year
Assessment – Complementary Study – Name
of student – Course code - Year
Notes
Congratulatory Letters

Congratulations – Reason for
congratulations – Name of student – Course
code - Year

Subject of correspondence – Name of
student - Year
Course Advice

Consultation – Course Advice – Name of
student – Course code - Year
Course Map Advice

Consultation – Course Map – Name of
student – Course code - Year

Alternative Exit – Name of student – Course
code - Year
Congratulatory Letters
Correspondence
Correspondence – use only for dealings with
students on matters not covered elsewhere
in this guide
No need to type the word ‘correspondence’
only the subject that the correspondence
relates to.
Course Advice
Course Completion
Alternative Exit
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 10
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Award of Degree recommendation

Course completion letter

WES course completion requests

Notes
Course completion – Award of Degree
recommendation – Name of student –
Course code - Year
Course Completion – Name of student –
Course code - Year
Course Completion – WES request – Name of To be used only when form is not received
student – Course code - Year
electronically
Course Progression
Change of Course Version

Change of Course Version – Name of student
– Course code - Year
Near Pass Application

Near Pass Application – Name of student –
Course code - Year
Near Pass NP Last Unit to Complete

Near Pass Last Unit to Complete – Name of
student – Course code - Year
Non Assessed NAS grade

NAS (Non Assessed) Grade – Name of
student – Course code - Year
Supplementary Assessment NS Application

Supplementary Assessment Application –
Name of student – Course code - Year
Supplementary Assessment Decision

Supplementary Assessment Decision – Name
of student – Course code - Year
Near Pass has been abolished – To allow
for backlogs this titling will remain until
2013
Near Pass has been abolished – To allow
for backlogs this titling will remain until
2013
Credit / Recognition of Prior Learning / Advanced Standing
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 11
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Application for Credit

Credit Application – Name of student – Year
Application to have credit revoked

Credit Cancellation– Name of student - Year
Decision/Outcome of credit application

Credit Decision– Name of student – Year
Student Credit acceptance form

Credit Acceptance – Name of student – Year
Cross Institutional Study Application

Cross Institutional Study application – Name
of student – Course code - Year
Enrolment

Enrolment - Cross Institutional Study – Name
of student – Course code - Year
Decision

Cross Institutional Study decision – Name of
student – Course code - Year

Deferment Application – Name of student –
Course code - Year
Notes
Cross Institutional Study
Deferment
Application to defer
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 12
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Cancellation of deferral

Deferment Cancellation – Name of student –
Course code - Year
Deferment decision

Deferment Decision – Name of student –
Course code - Year
Early return from deferment

Deferment Early Return – Name of student –
Course code - Year
Extension of deferment application

Deferment Extension – Name of student –
Course code - Year
Application to discontinue from course

Discontinuation from Course Code – Name of
student – Year
Application to discontinue from Unit

Discontinuation from Unit Code – Name of
student –Year
ATO Disputes

Commonwealth Assistance Notice Disputes

Enrolment / Fee disputes

Fees - ATO disputes – Name of student –
Course code - Year
Fees - Commonwealth Assistance Notices –
Name of student – Course code - Year
Fees - Enrolment Dispute – – Name of
student – Course code - Year
OR
Fee Dispute – Name of student – Course
Notes
Discontinue Course
Disputes – Fees and
enrolments
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 13
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Notes
code - Year
Double ID

Double Student ID
Enrolment and Re-Enrolment
See also ESOS – for Education Services for Overseas Students enrolment
See also Honours – for enrolment for Honours program
See also Minor Thesis – for enrolment to Minor thesis
See also Complementary Study
See also Cross Institutional Study
Confirmation of enrolment

Dispute re enrolment

eCoE – Electronic Confirmation of Enrolment
application
Enrolment and Re-enrolment

Enrolment amendment forms

Late re-enrolment application

Manual enrolment

Special prescription

ESOS
Double ID – Name of student – Year

Enrolment – Confirmation – Name of student
– Course code - Year
Enrolment - Dispute re-enrolment – Name of
student – Course code - Year
Enrolment – eCoE Confirmation – Name of
student - Year
Enrolment – Name of student – Course code
- Year
Enrolment Amendment – Name of student –
Course code - Year
Enrolment - Late enrolment application –
Name of student – Course code - Year
Enrolment - Manual Enrolment – Name of
student – Course code - Year
Enrolment - Special prescription – Name of
student – Course code - Year
Education Services for Overseas Students
See also – Student Visa Holders (Australia Only)
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 14
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
ESOS Early Completion enrolments

ESOS – Confirmation of enrolment

ESOS Course Duration Warning

ESOS Course Duration Breach

Enrolment - ESOS – Course duration Breach
– Name of student – Course code - Year
ESOS DE/Online study only warning

ESOS DEEWR Request

Enrolment - ESOS – DE/Online study only
warning – Name of student – Course code Year
Enrolment – ESOS - DEEWR request – Name
of student – Course code - Year
ESOS Discontinuation

Enrolment - ESOS - Discontinuation – Name
of student – Course code - Year
ESOS Exclusion – Section 20 exclusion

ESOS Fee Invalidation

Enrolment - ESOS –Section 20 exclusion
letter – Name of student – Course code Year
Enrolment - ESOS – Fee invalidation – Name
of student – Course code - Year
ESOS Intermission

Notes
Enrolment - ESOS –Early completion – Name
of student – Course code - Year
Enrolment confirmation - ESOS – Name of
student – Course code - Year
Enrolment - ESOS – Course duration warning
– Name of student – Course code - Year
Enrolment - ESOS – Intermission – Name of
student – Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 15
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
ESOS MC Non-Attend

ESOS – Non- Attend – Name of student –
Course code - Year
ESOS Percentage by DE/Online Study Breach

ESOS Percentage by DE/Online Study
Warning

ESOS Suspension of Studies - Discipline

ESOS – Exceeding permissible DE enrolment
- Breach– Name of student – Course code Year
ESOS – Exceeding permissible DE enrolment
– warning – Name of student – Course code Year
ESOS – Suspension – Discipline – Name of
student – Course code - Year
Written agreement – ESOS

ESOS – Written agreement – Name of
student – Course code - Year
Alternative Assessment Arrangements

Alternative Assessment Arrangements –
Name of student – Course code - Year
Examination cancellation request

Examination - Cancellation request – Name
of student – Course code - Year
Supplementary Assessment

Supplementary Examination – Name of
student – Course code - Year
Supplementary Examination

Supplementary Assessment – Name of
student – Course code - Year
Notes
Examination
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 16
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Notes
Faculty Requests

Faculty requests for action
Fees
Faculty request for action – Action requested
– Name of student – Course code – Year
See also – Disputes: Fees and Enrolments; Remission of Debt
Application to transfer unit from CSP to Full
Fee

Bridging for Overseas-Trained Professionals
Loan Scheme (BOTPLS) assessment
statement
Bridging for Overseas Trained Professionals
Loan Scheme (BOTPLS) non approval
Change of fee status

Financial guarantee for fees

Payment of fees

Request to change from FEE-HELP to Full
Fee

Special Arrangements

Transitional CSP request



Fees - Application to transfer unit from CSP
to Full fee – Name of student – Course code Year
Fees - BOTPLS assessment statement –
Name of student – Course code - Year
Fees - BOTPLS non approval – Name of
student – Course code - Year
Fees - Change of fee status – Name of
student – Course code - Year
Fees - Financial guarantee – Name of student
– Course code - Year
Fees - Payment of fees letter – Name of
student – Course code - Year
Fees - Request to change from FEE-HELP to
Full fee – Name of student – Course code Year
Fees - Special arrangements – Name of
student – Course code - Year
Fees - Transitional CSP request – Name of
student – Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 17
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Transitional CSP non approval

Variation in fees

Notes
Fees - Transitional CSP non approval – Name
of student – Course code - Year
Fees -– Variation– Name of student – Course
code - Year
Fees - Sponsorship
Correspondence

Reconciliation

Sponsorship – Correspondence – Name of
student – Course code - Year
Sponsorship – Reconciliation – Name of
student – Course code - Year

File Note – Name of student –Year
File Note
File note
Use only when no other subject heading
covers issue being discussed
Health and Safety
Immunisation – Choice of Doctor
Immunisation – Student Declaration
Safety Declaration
Historical File
Historical Files (Pre 2009 files)

Immunisation – Choice of Doctor – Name of
student – Course code - Year

Immunisation – Student Declaration – Name
of student – Course code - Year

Safety Declaration – Name of student –
Course code - Year
To be used only for scanned student files that pre-date
January 1 2009

Historical file – Faculty of Magic – POTTER
Harry
To be used ONLY for scanned student files
and documents that pre-date January 1,
2009.
Honours
Application for Honours

Honours – Application – Name of student –
Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 18
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Enrolment for Honours

Honours application decision

Offer for Honours

Notes
Enrolment – Honours – Name of student –
Course code - Year
Honours - Application decision – Name of
student – Course code - Year
Enrolment - Honours – Letter of Offer –
Name of student – Course code - Year
Intermission
Application for Intermission

Cancellation of Intermission

Decision regarding Intermission

Early return from Intermission

Intermission outcome notification

Intermission Application – Name of student –
Course code - Year
Intermission – Cancellation – Name of
student – Course code - Year
Intermission decision – Name of student –
Course code - Year
Intermission – Early return request – Name
of student – Course code - Year
Intermission – Outcome notification – Name
of student – Course code - Year
Internal Course transfer
Application for Internal Course Transfer

Notification of Decision re Internal Course
Transfer Application
Acceptance of Offer for Internal Course
Transfer

International Students

Internal Course Transfer Application – Name
of student – Course code - Year
Internal Course Transfer Decision – Name of
student – Course code - Year
Internal Course Transfer Acceptance of Offer
- – Name of student – Course code - Year
See also ESOS
Application for Admission – International
Student

Admission Application – International
Student IRS – Name of student – Course
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 19
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Notes
code - Year
Invalidations
No FEE-HELP form

Non Provision of Tax File Number TFN

Non Payment of Upfront Student
Contribution Scheme SCA

Fees - Invalidation – No FEE-HELP form –
Name of student – Course code - Year
Fees - Invalidation – Non provision of TFN –
Name of student – Course code - Year
Fees - Invalidation – Non payment of upfront
SCA – Name of student – Course code - Year
Load
Overload Application

Overload Approval

Underload Application

Underload Approval

Load – Overload application – Name of
student – Course code - Year
Load – Overload decision – Name of student
– Course code - Year
Load – Underload application – Name of
student – Course code - Year
Load – Underload decision – Name of
student – Course code - Year
Major – Change of
Application to change major

Decision on change of major

Change of Major application – Name of
student – Course code - Year
Change of Major decision – Name of student
– Course code - Year
Minor Thesis
Application / Proposal for Minor thesis

Minor Thesis Application – Name of student
– Course code - Year
OR
Minor Thesis Proposal – Name of student –
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 20
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Notes
Course code - Year
Enrolment for Minor Thesis

Examination of Minor Thesis

Extension of Minor Thesis

Submission of Minor Thesis

Enrolment - Minor Thesis – Name of student
– Course code - Year
Examination - Minor Thesis – Name of
student – Course code - Year
Extension - Minor Thesis – Name of student
– Course code - Year
Submission - Minor Thesis – Name of student
– Course code - Year
Monash Abroad / Study
Abroad
Monash Abroad – Incoming Student

Monash Abroad – Outgoing Student

Study transcript – Monash Abroad

Monash Abroad – Application incoming
student – Name of student – Course code Year
Monash Abroad – Application outgoing
student – Name of student – Course code Year
Monash Abroad – Study transcript– Name of
student – Course code - Year
Personal Details
Australian Citizenship

Australian Permanent Resident Visa

Change of address

Personal details – Australian Citizenship –
Name of student – Course code - Year
Personal details – Australian Permanent
Resident Visa – Name of student – Course
code - Year
Personal details – Change of address – Name
of student – Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 21
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Change of name

Change of Residency status – domestic to
international or international to domestic
Date of Birth correction

Enrolment Questionnaire

Miscellaneous variations to personal details

Power of Attorney

Proxy authorisation

Personal details – Type of variation – Name
of student – Course code - Year
Personal details – Power of attorney – Name
of student – Course code - Year
Proxy authorisation – Student name - Year
Statutory declaration

Statutory declaration – Student name – Year
Temporary Visa

Personal details – Temporary visa – Name of
student – Course code - Year

Personal details – Change of name – Name
of student – Course code - Year
Personal details – Change of residency status
– Name of student – Course code - Year
Personal details – Date of birth correction –
Name of student – Course code - Year
Enrolment questionnaire – Name of student
– Course code - Year
Notes
Open only to staff in the Enrolments Unit,
Student Administration and Systems.
Security must be changed on registration of
this document type.
Can include the purpose of the proxy
authorisation if required; e.g. collect
academic transcript
Can include the purpose of the statutory
declaration if required; e.g. stolen student
card
Privacy
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 22
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Consent to collect, hold and disclose my
personal information

Permission to release personal information
to Asia Pacific Management Institute (APMI)

Personal Identification Word

Notes
Privacy – Consent to Collect Hold and
Disclose my Personal Information – Name of
student – Course code - Year
Permission to Release Personal Information
to Asia Pacific Management Institute APMI –
Name of student – Course code - Year
Privacy – Security of Personal Information –
Personal Identification Word – Name of
student – Course code - Year
Remission of Debt
Application for Remission of Debt

Fees - Remission of Debt Application – Name
of student – Course code - Year
Approval / Non Approval of Remission of
Debt

Fees - Remission of Debt Decision – Name of
student – Course code - Year
Receipt of Remission of Debt application

Fees - Remission of Debt Receipt – Name of
student – Course code - Year
Review Request for Remission of Debt

Fees - Remission of Debt Review – Name of
student – Course code - Year
Notification of Review Decision for
Remission of Debt

Fees - Remission of Debt Review –
Notification of outcome – Name of student –
Course code - Year
Restrict access to documents if required
Restrict access to documents if required
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 23
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Notes
Scholarship
- Includes Coursework Scholarships and Bursaries
Bursary Offer Letter

Bursary Offer Letter – Title of Bursary –
Name of student – Course code - Year
Bursary Payment of Fees Letter

Bursary Termination Letter

Bursary payment of fees letter – Name of
student – Course code - Year
Bursary termination letter – Bursary Title –
Name of student – Course code - Year
Centrelink Letter

Letter of Offer for scholarship

Payment of fees letter

Overpayment of scholarship monies letter

Part time letter

Scholarship encumbrance letter

Scholarship general letter

Scholarship Centrelink letter – Name of
student – Course code - Year
Scholarship – Letter of offer – Name of
student – Course code - Year
Fees - Scholarship – Payment of fees letter –
Name of student – Course code - Year
Fees - Scholarship – Overpayment of
scholarship monies letter – Name of student
– Course code - Year
Scholarship – Part-time letter – Name of
student – Course code - Year
Scholarship encumbrance letter –
Scholarship title – Name of student – Course
code - Year
Scholarship general letter – Scholarship title
– Name of student – Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 24
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Scholarship offer letter

Scholarship Overpayment Letter

Scholarship supporting documentation

Scholarship termination letter

Scholarship termination letter – Scholarship
title – Name of student – Course code - Year

Admission application – Single Unit Study –
Name of student – Course code - Year
Scholarship offer letter – Scholarship title–
Name of student – Course code - Year
Scholarship – Overpayment of scholarship
monies letter – Scholarship title – Name of
student – Course code - Year
Scholarship supporting documentation –
Type of documentation – Name of student –
Course code - Year
Notes
Documentation includes VISA; Centrelink,
Non-Centrelink, Confidential Statement of
support, Academic transcripts, other
Single Unit Enrolment
Application for single unit study
Special Consideration
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 25
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Application for Special Consideration

Special Consideration – Application – Name
of student – Course code - Year
Notification of outcome of Application for
Special Consideration

Special Consideration - Notification of
Outcome – Name of student – Course code Year
Application for Deferred Final Assessment

Special Consideration - Deferred Final
Assessment – Application – Name of student
– Course code - Year
Notification of outcome of application for
Deferred Final Assessment

Special Consideration - Deferred Final
Assessment – Notification of outcome –
Name of student – Course code - Year

Working with Children notification – Name
of student – Course code - Year
Notes
Special Requirement
Special Requirement
Student ID Cards
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 26
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Student Identity ID card requests

Student Identity Card request – Name of
student – Course code - Year
Statutory declaration or police report for
loss of student card

Student card replacement request – Name
of student – Course code - Year
Appeal re Discipline/Plagiarism

Student Discipline – Appeal – Name of
student – Course code - Year
Correspondence

Student Discipline - Type of correspondence
– Name of student – Course code - Year
Breach of Examination discipline

Evidence

Hearing Agenda

Student Discipline - Breach of exam
discipline – Name of student – Course code Year
Student Discipline – Evidence – Name of
student – Course code - Year
(can also include details about the evidence
if required, eg. Examination cheating
evidence)
Student Discipline - Hearing agenda – Name
of student – Course code - Year
Hearing Minutes

Notes
Student Discipline
Student Discipline - Hearing minutes – Name
of student – Course code - Year
Restrict access to documents if required
Restrict access to documents if required
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 27
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Notes
Notification of hearing

Student Discipline - Notification of hearing –
Name of student – Course code - Year
Notification of date of hearing

Student Discipline - Hearing date notification
– Name of student – Course code - Year
Notification of Penalty

Student Discipline - Notification of penalty –
Name of student – Course code - Year
Outcome of Appeal

Student Discipline – Appeal Outcome –
Name of student – Course code - Year
Plagiarism Disallowance Letter

Student Discipline - Plagiarism disallowance
– Name of student – Course code - Year
Restrict access to documents if required
Plagiarism Warning Letter

Student Discipline - Plagiarism warning letter
– Name of student – Course code - Year
Restrict access to documents if required
Report from examiner

Supporting Documentation

Student Discipline supporting
documentation – Name of student – Course
code - Year
Restrict access to documents if required.
Evidence such as emails, medical reports
and discipline reports

Student Grievance acknowledgement –
Name of student – Course code - Year
Student Grievance
Acknowledgement of Grievance
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 28
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Investigation of Grievance

Student Grievance Investigation (Type of
documentation) – Name of student – Course
code - Year
Grievance Notification

Student Grievance notification – Name of
student – Course code - Year
Grievance Outcome advice

Student Grievance outcome – Name of
student – Course code - Year
Supporting Documentation

Student Grievance supporting
documentation – Name of student – Course
code - Year
Student Visa Holders
Notes
Restrict access to documents if required.
Documents relating to investigation
Restrict access to documents if required
General correspondence relating to the
grievance as it progresses through the
process.
See also ESOS
See also Enrolments
Confirmation of Enrolment

Confirmation of Enrolment – ESOS – Name
of student – Course code - Year
Release letter request from Student

Release Letter Decision Notification

Written Agreement

Student Visa Holders – Release letter
request – Name of student – Course code Year
Student Visa Holders – Release letter
request decision notification – Name of
student – Course code - Year
ESOS – Written agreement – Name of
student – Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 29
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Notes
Study Statement

Study Statement
Study Statement – Name of student - Year
Transfer
See– Internal Course transfer
See– Campus transfer
US Financial Aid
Restricted to staff who process US Student Loans
Average Indebtedness

Currency Exchange

Direct Disbursement Information

Direct Loan Counselling

Year – Direct Loan Counselling – Type of
Counselling – Name of student – Course code
- Year
Financial Aid Application

Financial Award Letter

Year – Financial Aid Application – Name of
student – Course code - Year
Year – Financial Award – Name of student –
Course code - Year
Year – Average indebtedness email – Name
of student – Course code - Year
Year – Currency Exchange – Name of student
– Course code - Year
Year – Loan Type – Disbursement number –
Name of student – Course code - Year
Restricted to staff who process US student
loans
Restricted to staff who process US student
loans
Restricted to staff who process US student
loans
Includes
- All COD printouts
Restricted to staff who process US student
loans
Includes:
1. COD record of entrance counselling
2. Exit Counselling notification email
3. NSDLS record of exit counselling
Restricted to staff who process US student
loans
Restricted to staff who process US student
loans
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 30
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Financial Need Calculation

Loan Disbursement

Master Promissory Note – Direct Loans

Student Aid Report

Withdrawal / Withdrawn
Incomplete
Year – Financial Need Calculation – Name of
student – Course code - Year
Year – Loan Disbursement – Disbursement
information type – Name of student – Course
code - Year
Year – MPN – Name of loan program – Name
of student – Course code - Year
Year – Student Aid Report – Name of student
– Course code - Year
Notes
Includes:
1. Approved award letter
2. Return acceptance from student
Restricted to staff who process US student
loans
Restricted to staff who process US student
loans
Include:
1. Email to student confirming receipt
of loan
2. Email from student requesting
refund
3. Bank email regarding loan and
conversion rate
Restricted to staff who process US student
loans
Restricted to staff who process US student
loans
See also discontinue from course or unit
Alternative exit application or decision

Application for Withdrawn Incomplete

Alternative exit application decision – Name
of student – Course code - Year
Or
Alternative exit – Name of student – Course
code - Year
Withdrawn incomplete application – Name
of student – Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 31
Records and Archives Services
Student document subject
Put on file? TRIM Title entry
Approval / Non-approval for withdrawn
incomplete

Decision on Withdrawn incomplete
application

Withdrawal from course

Withdrawal from course – Name of student
– Course code - Year
Withdrawal from unit

Withdrawal from unit – Name of student –
Unit code - Year
Notes
Withdrawn incomplete approval – Name of
student – Course code - Year
Or
Withdrawn incomplete non-approval –
Name of student – Course code - Year
Withdrawn incomplete decision – Name of
student – Course code - Year
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 32
Records and Archives Services
Abbreviations
ATO
BMP
BOE
CAN
CSP
CV
DE
DEEWR
DEST
eCoE
ERC
ESOS
HECS
ID
IRS
NAS
NS
PR Visa
RPL
SSE
WES
Australian Taxation Office
Bonded Medical Place
Board of Examiners
Commonwealth Assistance Notice
Commonwealth Supported Place
Curriculum Vitae - Resume
Distance Education
Department of Employment, Education and Workplace Relations
Department of Education, Science and Training (Commonwealth)
Electronic Confirmation of Enrolment
Extended Rural Cohort
Education Services for Overseas Students
Higher Education Contribution Scheme
Identity (as in Student Identity Card)
International Recruitment Services
Not Assessed
Supplementary Assessment
Permanent Residency Visa
Recognition of Prior Learning
Single subject enrolment
Web Enrolment System
Example of TRIM entry - Subject entry – Student Name – Course Code or Unit Code – Year
ie. Admission Application – SMITH John Wayne – C1234 – 2012
NB: Spaces must be used in titling
Page 33