Student Records

Why is it necessary to capture Student Records?

Students are the main client group for the University. It not only makes sound business sense to capture all official correspondence with students (including email) in a centralised location, but good records also protect the interests of students, staff and the University.

The University is obliged to meet the requirements of the State Records Act, 1998 (NSW) and other recordkeeping legislation. The State Records Authority, the regulatory body for the State Records Act, issues mandatory standards, policies, retention schedules and other documents. Compliance with these standards is achieved by placing student records on the appropriate files in TRIM.

When are student files created?

An official file is created and maintained in the TRIM system for every student at UWS. The student file is automatically created in TRIM from the point at which an offer is generated (based on data from Callista).

Capturing Emails to Student Files

To have an email captured to a student file just add trim@uws.edu.au to the CC or BCC field when sending an email to a student's UWS email account.

Refer to the guidelines for FAQs regarding student email capture.

Exceptions

Records of the following activities should not be placed on student files but should be placed on separate 'case files' in TRIM within the relevant school or organisational unit:

  • Complaints
  • Counselling
  • Academic Misconduct*
    (except summary record and letter notifying student of outcome)
  • Non-Academic Misconduct
    (except summary record and letter notifying student of outcome)

* See the Guidelines for Recording Student Academic Misconduct in TRIM attached to the Misconduct - Student Academic Misconduct Policy.

Privacy

It is not a breach of privacy to place records containing personal information on a student file. However, please be cautious when filing particularly sensitive material. If a document (eg an email or a form) contains material such as medical reports, doctor's certificates, counseling or police reports, it should placed on the student file as a 'Restricted' document.

Paper vs Electronic

All student files at UWS are electronic only. If you have paper records these should be scanned in accordance with the Scanning Standards and placed on the student file electronically.

Note: Student Forms (except those created by schools) are scanned centrally by the EDM team within the Registrar's Office . If you need to have paper records that belong on student files scanned, contact the EDM team at edm@lists.uws.edu.au.

How long are student records kept?

There are a range of retention periods depending on the activities the records document. These can be anything from 1 year to 99 years and some can never be destroyed. However, some of the basic requirements include:

  • Records that are placed on student files in TRIM are kept for 8 years after the student leaves the University, then destroyed.
  • Academic Transcripts (ie the data kept in Callista for this purpose) are required as State Archives and are never to be destroyed.
  • Misconduct Records are kept for between 2 and 10 years (except where the misconduct involves suspected or proven abuse or neglect of children ... which have a min. 99 year retention).

If you are unsure how long student records need to be kept contact RAMS at rams@uws.edu.au for advice.