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Hi Regarding student ID verification - if a student does not bring id to an exam he/she is escorted to the exams office after the exam and a member of the team checks the photo on our MIS system. Student and staff sign the attached form and student is reminded to bring id next time. This only falls down if there is no picture on MIS eg for part-time students with no id, when we get a member of staff to ID them. This uses less paper than individual forms Jennifer Hoare Exams Officer Tresillian Building T22 Truro College College Road Truro TR1 3XX 01872 267105 From: The FE Exams Network mailing list [mailto:[log in to unmask]] On Behalf Of Duncan Buck Sent: 26 September 2012 09:31 To: [log in to unmask] Subject: Re: RETENTION OF DOCUMENTATION IN THE EXAMS OFFICE Colin That is an awesome amount of forms that you must generate. Do you produce them with colour or B&W photos, and how large are the sheets and photos? Regards Duncan >>> [log in to unmask]<mailto:[log in to unmask]> 26/09/2012 08:19 >>> We have one similar to this, but with a photograph of the student in the corner and all relevant details of the particular exam taking place at that time as well. ALL students are required to sign this. From: The FE Exams Network mailing list [mailto:[log in to unmask]]<mailto:[mailto:[log in to unmask]]> On Behalf Of Graham, Sally Sent: 25 September 2012 16:55 To: [log in to unmask]<mailto:[log in to unmask]> Subject: Re: RETENTION OF DOCUMENTATION IN THE EXAMS OFFICE Hi Sarah it is a form we ask them to sign if they don't bring their ID card, here is a copy Declaration Form for Examination Candidates Surname: ____________________________ Forename(s): ____________________________ Candidate No: __________ Examination(s) taken: I declare that I am the student named above and confirm that I have not brought my Student ID card to the examination I will bring my Student ID card to my next examination Signed: ___________________________ Date: ___________________________ From: The FE Exams Network mailing list [mailto:[log in to unmask]]<mailto:[mailto:[log in to unmask]]> On Behalf Of Sarah-Jane Taylor Sent: 25 September 2012 16:44 To: [log in to unmask]<mailto:[log in to unmask]> Subject: Re: RETENTION OF DOCUMENTATION IN THE EXAMS OFFICE Sally Could I ask what your 'Declaration forms for students not bringing their Student ID' are like? This sounds like a good idea as we ask tutors to vouch for the students if they don't have ID Sarah-Jane Taylor Examinations Officer Carlisle College Tel: 01228 822816 >>> "Graham, Sally" <[log in to unmask]<mailto:[log in to unmask]>> 25/09/2012 16:37 >>> Hi everyone We are looking at streamlining what we keep in the exams office due to a pending office move where we will not have the same amount of space, can you confirm how long you keep the following: Title Duration Notes to explain Exams documentation Paperwork Attendance Lists from exams 12 months Previous academic year in archive and current academic year in exams office Feedback forms from exams 12 months Previous academic year in archive and current academic year in exams office Declaration forms for students not bringing their Student ID cards 12 months Previous academic year in archive and current academic year in exams office Coursework 12 months Return to teaching departments for distribution to students after appeals closing date, normally October from Summer Estimated Entry and Estimated Grades documentation 12 months Previous academic year in archive and current academic year in exams office Access arrangement application paper copies 24 months 2 academic years worth if enrolled again then sent to archive Special Consideration documentation 12 months Previous academic year in archive and current academic year in exams office General Awarding Body correspondence 12 months Confirmation of entry or registration listings/forms 12 months Or when results have been issued whichever is sooner, keep for 2 years if 2 yr programme Results from Awarding Bodies 36 months Shred after end of the 3 years Returned certificates 12 months Previous academic year in archive and current academic year in exams office BTEC Student Report Forms and certificate listings 5 years Shred after end of the 5 years Online examination feedback forms 12 months Previous academic year in archive and current academic year in exams office Copies of certificates for other areas of the College e.g. WPL, School links, NEET etc 12 months Previous academic year in archive and current academic year in exams office Computer files Duration Notes to explain Access arrangement spreadsheet on K drive 24 months Tracking spreadsheets on K drive for Awarding Bodies 24 months Examination Timetables - online and written 24 months To compare attendance rates etc. Title Duration Notes to explain General documentation Completed student correspondence Destroy immediately Pending student Correspondence Until completed Completed memos and emails Destroy immediately Pending memos and copies of emails Until completed KIT Meetings with Manager Ongoing Team Meeting Minutes Ongoing Professional Meetings Minutes 12 months Financial Information e.g. orders and invoices 7 Years Finance keep records These are what we are proposing Can you confirm whether you do any different? Can you confirm you keep Awarding Body results for 3 academic years? Can you confirm you keep BTEC SRFs and certificate listings for 5 academic years? Thanks Sally Mrs Sally Graham Stockport College Exams/Awards Manager Direct Dial No: 0161 958 3312 [cid:image001.jpg@01CD9BCF.F2CCB550] ************************************************************************** This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the sender. Stockport College was established under the Further and Higher Education Act 1992 and is an exempt charity for the purposes of the Charities Act 1993. Stockport College, Wellington Road South, Stockport. 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