Northumbria University –Learning and Teaching Retention ...

Northumbria University –Learning and Teaching Retention Schedule
2. Retention Periods
This section provides guidance on the Minimum retention periods of records relating
to the provision of learning & teaching of taught programmes at Northumbria
University.
2.1 Learning and Teaching Strategy
Records documenting the development and establishment of the institution's Learning
and Teaching strategy:
Key Documents e.g. Approved strategy, minutes, reports, supporting papers
Minimum Retention Period Action Citation
Superseded + 10 years Review for
Archive Value
JISC Guidance
2.2 Learning and Teaching Policies or Procedures
Records documenting the development of the institution's policies and procedures
relating to Learning and Teaching
e.g. All approved Policies, Procedures, Guidelines and Regulations
Minimum Retention Period Action Citation
Superseded + 5 years Review for
Archive Value
JISC Guidance
2.3 Quality and Standards Management
The activities involved in managing the overall quality and standards of teaching and
taught programmes within the University.
2.3.1 Annual Programme Monitoring
Records documenting the conduct and results of formal reviews of taught
programmes, and the responses to the results.
e.g. Reports, minutes, supporting documents
Minimum Retention Period Action Citation
current academic year + 5 years Review for JISC Guidance
Unless a longer retention period is
required by professional bodies.
Archive Value

2.3.2 Periodic Programme reviews
Records containing reports of routine internal reviews of programmes.
e.g. Reports, evaluative documents, action plans
Minimum Retention Period Action Citation
Final reports and action plans –
current academic year + 5 years
Destroy JISC Guidance
Background papers – retain until
review is complete
2.3.3 QAA reviews/audits
Destroy JISC Guidance
Key Documents and background papers relating to QAA audits
e.g. Final reports, self evaluation documents, action plans and background papers
relating to audits
Minimum Retention Period Action Citation
Key Documents – retain
permanently
N/A JISC Guidance
Background papers – retain until
audit/review is complete
Destroy JISC Guidance
2.4 Taught Programme Development, Approval and Delivery
The activities involved in developing and delivering the University’s taught
programmes.
2.4.1 Programme approval
Records documenting the process of obtaining approval and/or accreditation for
(modules of) taught programmes from professional, statutory or other accreditation
bodies.
e.g. submission documents, forms, reports, minutes
Minimum Retention Period Action Citation
Northumbria programmes – Life of
programme (life is defined as
closure of programme or ‘superseded’
by re-approval)
Destroy JISC Guidance
For collaborative Programmes –
expiry of contract + 6 years
Destroy Limitations Act 1980
c.58
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2.4.2 Programme Specifications and Module Descriptors
All cohort specific versions of documents to maintain audit trail
Minimum Retention Period Action Citation
Retain permanently N/A Limitations Act 1980
c.58
2.4.3 Module Files
Module approval (M.A.)forms, module evaluation reports, details of assessment
specifications
Minimum Retention Period Action Citation
Superseded + 3 years Review for
Archive value
JISC Guidance
2.4.4 Student Feedback
Feedback gathered from students at course and module level
e.g. programme and or module feedback, student survey forms/questionnaires
completed by students, or minutes of meetings.
Collated information will be summary of survey/feedback results at programme or
module level depending upon local policy.
Minimum Retention Period Action Citation
Completed forms – retain until
review cycle is complete and
information collated
Destroy JISC Guidance
Collated information – completion of
survey + 5 years unless required for
longer by professional body
2.4.5 External Examiners
e.g. appointment details, contracts, reports and responses
Destroy JISC Guidance
Minimum Retention Period Action Citation
Appointments, contracts and
correspondence – expiry of contract
+ 6 years
Reports and responses – current
academic year + 6
Destroy Limitations Act 1980
c.58
Destroy JISC
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2.5 External approval & accreditation from professional, statutory and
regulatory bodies
The activities involved in obtaining approval and/or accreditation for the institution’s
taught programmes from professional, statutory or other accreditation bodies.
e.g. final reports, supporting papers, contracts, correspondence
Minimum Retention Period Action Citation
Final reports - Retain permanently N/A JISC Guidance
Supporting papers – retain until
completion of next audit/review
Contractual papers – retain till
expiry of contract + 6 years
2.6 Taught programme preparation and delivery
Destroy JISC Guidance
Destroy Limitations Act 1980
c.58
The activities involved in delivering teaching and supporting learning through
lectures, tutorials, seminars, practical classes, ICT packages, fieldwork, work
placements or other methods.
2.6.1 Student Handbook and the Assessment Regulations of Northumbria
Copy of University student handbook.
Minimum Retention Period Action Citation
Superseded + 6 years Review for archive
value
2.6.2 Accredited Course materials
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Limitations Act 1980
c.58
e.g. course, lecture notes, handouts, presentations, reading lists, module handbooks
Minimum Retention Period Action Citation
Superseded + 3 years unless Review for archive JISC Guidance
required for longer by professional
body
value

2.6.3 Non Accredited Course materials
e.g. course, lecture notes, handouts, presentations, reading lists
Minimum Retention Period Action Citation
Current academic year + 1 unless Review for archive JISC Guidance
there is a recognised requirement (or
the materials are identical to those
required for accredited courses)
value
2.7 Taught Programme Assessment
The activities involved in setting and marking/grading course assessments.
Assessments include examinations and assessed work (e.g. dissertations, theses, work
placement reports). Activities include:
2.7.1 Assessed work
e.g. submitted coursework, examination scripts, major/final year projects,
dissertations.
Work is returned to students, who are responsible for retaining and maintaining all
assessments until their award has been finalised.
In the event of an appeal, legal action against the University or a request from an
examiner, it will be student’s responsibility to provide a copy of the coursework for
consideration.
The following recommendation applies to Schools where it is not possible to
return the completed work (including exam scripts), where they have specific
requirements to retain work and to allow students a “window” in which to
collect work.
Minimum Retention Period Action Citation
Current Academic year + 4 Months Destroy JISC Guidance
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2.7.2 Samples of assessed work
e.g. coursework, examination scripts, major/final year projects.
Samples should comprise good, intermediate, bare-pass student performance, as well
as fails and moderation evidence. Marking criteria, marking schemes, model answers
and worked questions should be retained for the same length of time as the related
sample assessments.
Where it is not possible or practical to retain the physical piece of work
(performance or large Design pieces) provision is to be made for photographic or
digital records of assessed piece
Minimum Retention Period Action Citation
current academic year + 5 years
unless specified otherwise by
professional bodies
Destroy JISC Guidance
2.7.3 Register recording submission of coursework
Including electronic submission
Minimum Retention Period Action Citation
current academic year + 1 Destroy JISC Guidance
2.7.4 Examination Administration
Timetables, attendance records, appointment of invigilators
Minimum Retention Period Action Citation
current academic year + 1 Destroy JISC Guidance
2.7.5 Student marks
Including original recorded marks provided by tutors
Minimum Retention Period Action Citation
Unconfirmed marks – re-sit board +
1 month
Destroy JISC Guidance
Confirmed Marks - retain
permanently
N/A JISC Guidance
Transcripts - Permanent Destroy Limitations Act 1980
c.58
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2.7.6 Examination Boards
Records of meetings
Minimum Retention Period Action Citation
current academic year + 6 Destroy Limitations Act 1980
c.58
2.7.8 E-learning records
e.g. Log-in to E-learning portal, online learning materials, such as course notes,
presentations, self-test questions, quizzes and assignments, as well as text from
discussion boards.
Minimum Retention Period Action Citation
current academic year + 6 Destroy Limitations Act 1980
c.58
Monitoring student access to ELP -
current academic year + 1
2.8 Taught Student Monitoring and Support
Destroy JISC
The activities involved in monitoring individual students’ academic progress and
providing feedback, guidance and support.
2.8.1 Feedback to students
Feedback provided by tutors against assessed work.
e.g. pro-forma/cover sheets online submissions for individual students.
Minimum Retention Period Action Citation
Individual feedback to students –
Graduation or withdrawal + 6
Destroy Limitations Act 1980
c.58
2.8.2 Student Supervision, Placement or Development Records (where held)
Individual learning profiles, action plans etc. If held by individual tutor, should be
added to student file upon graduation or departure.
Minimum Retention Period Action Citation
Graduation or withdrawal + 6 Destroy Limitations Act 1980
c.58
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2.8.3 Extenuating Circumstances
Forms, evidence and minutes of panels. Should be retained within Student file
Minimum Retention Period Action Citation
Graduation or withdrawal + 6 Destroy Limitations Act 1980
c.58
2.9 Committee and Management Group Meetings
Programme Committee, Student Liaison Committee
Minutes of meetings, reports and supporting papers
Minimum Retention Period Action Citation
Current academic year + 3 Destroy JISC Guidance
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