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

12 Months worth of records, then destroyed

Feedback forms from exams

12 months

Previous academic year in archive and current academic year in exams office

12 months worth of records, then destroyed

Declaration forms for students not bringing their Student ID cards

12 months

Previous academic year in archive and current academic year in exams office

We make them buy a temporary ID card otherwise they can’t sit the exam so we don’t have any records except on the database.

Coursework

12 months

Return to teaching departments for distribution to students after appeals closing date, normally October from Summer

We do the same

Estimated Entry and Estimated Grades documentation

12 months

Previous academic year in archive and current academic year in exams office

We keep all documents for 7 years.  We keep last year’s and current years in Exams Store and previous years in Archives then have it destroyed when it’s time is up

Access arrangement application paper copies

24 months

2 academic years worth if enrolled again then sent to archive

We keep all documents for 7 years.  We keep last year’s and current years in Exams Store and previous years in Archives then have it destroyed when it’s time is up

Special Consideration documentation

12 months

Previous academic year in archive and current academic year in exams office

We keep all documents for 7 years.  We keep last year’s and current years in Exams Store and previous years in Archives then have it destroyed when it’s time is up

General Awarding Body correspondence

12 months

We tend to keep for 12 months then go through the file and removed anything no longer relevant and keep a file for each Board on an ongoing updated basis

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

All of our entries are done directly onto our database so we don’t have paper forms.  Entries are then transferred via EDI and back-ups of system data done daily.  Even for Boards with no basedata we tend to pull data from our system and send a spreadsheet of entry/registration requirements.  All correspondence to Curriculum is done by email and we have an electronic Archive system for emails.

Results from Awarding Bodies

36 months

Shred after end of the 3 years – this should be kept for 7 if anything should be, that’s an audit and funding requirement.

We keep all documents for 7 years.  We keep last year’s and current years in Exams Store and previous years in Archives then have it destroyed when it’s time is up

Returned certificates

12 months

Previous academic year in archive and current academic year in exams office

12 months then we have a BIG shredding party which gives me great joy!!!!

BTEC Student Report Forms and certificate listings

5 years

Shred after end of the 5 years

We keep all documents for 7 years.  We keep last year’s and current years in Exams Store and previous years in Archives then have it destroyed when it’s time is up.  All our certificates are scanned and copies kept in electronic folders.  We used to do SRFs and then went EDI in 11-12 but the teachers messed it up recording marks that they are having to use SRFs again…..even the ICT teachers!!!!!!  So means more paperwork again.

Online examination feedback forms

12 months

Previous academic year in archive and current academic year in exams office

Don’t do these

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

All our certificates are scanned and copies kept in electronic folders on a cross college X drive

Computer files

Duration

Notes to explain

Access arrangement spreadsheet on K drive

24 months

I keep a spreadsheet of all Access Arrangements and update regularly on my H drive so it is kept confidential so I can refer to it as required.   I keep the past 3 years and the current year as we sometimes have students who come back for “more” so I can check what they had previously and compare it to what they are now asking saying they were entitled to!

Tracking spreadsheets on K drive for Awarding Bodies

24 months

Any Awarding Body info is kept in the Exams Folder on the X drive so curriculum can access reports/data/information without piles of paperwork.

Examination Timetables - online and written

24 months

To compare attendance rates etc. 

Everything is on our X drive and also in the Student Portal so the only paper copies we have are the ones we plaster all the walls in college with to make sure someone somewhere knows when to turn up for their exams!

Title

Duration

Notes to explain

General documentation

Completed student correspondence

Destroy immediately

Most of the correspondence is kept electronically.  We have a queries file which has active queries and we keep this open until the queries are resolved and then we send a letter to student with the outcome which is electronic.

Pending student Correspondence

Until completed

As above

Completed memos and emails

Destroy immediately

Staff keep copies of emails in their own folders, personally I keep 2 years worth in case of queries and archive the rest online.

Pending memos and copies of emails

Until completed

As above

KIT Meetings with Manager

Ongoing

Managers Meetings and 1-2-1 meetings saved electronically on an ongoing basis

Team Meeting Minutes

Ongoing

Saved electronically on an ongoing basis

Professional Meetings Minutes

12 months

Saved electronically on an ongoing basis

Financial Information e.g. orders and invoices

7 Years

Finance keep records

Finance keep these.  They just send me a monthly summary so I see how much spends I have left!