The University’s student record retention policy has been updated for the 2022/23 academic year. This is an important part of our compliance with the requirements of the General Data Protection Regulation that personal data is not kept for longer than necessary. Colleagues are asked to please review the revised policy, in particular the following areas of notable change:
Admissions
- Amendment to A.4.1 to note that a skeleton record is also kept for a subset of unsuccessful applicants who have another relationship recorded elsewhere (another application/record) for continuity and error prevention.
- Removed third party (Wellcome trust) from A.13 & A.14.
- Amended retention period to 10 years (previously six years) for A.14 & A.15.
Exams and Assessments
- Amendment of section D.1 category name and purpose from ‘Alternative arrangements’ to ‘Exam adjustments’ and third party added: anonymised information provided for Wellcome Trust for those allocated on Wellcome Biomedical Vacation Scholarships.
- Addition to D.1, D.8 & D.9 to include the retention period for eVision/SITS as end of student relationship + six years.
- Addition of row D.17 to help clarify that Collections data are owned by the relevant college and not the University.
Fees and Funding
- Removal of paper files from E.3 in terms of where data is processed.
- Amendment of E.3 retention period for hardship funding applications from ‘end of student relationship + one year’ to ‘application year + two years (sensitive data)’ for all hardship funding forms.
- Removal of row (E.4) previously ‘Financial support not administered by Student Fees & Funding’ which duplicated content in previous row (E.3).
- Addition of row (E.6) to cover data shared with Turing Scheme.
- Addition of row (F.11) to cover University Card photographs.
Post Award
- Addition of ‘eDocuments service: permanent record’ to retention period in G.3.
Student on course
- Addition of row I.14 to cover Virtual Learning Environment (CANVAS).
- Addition of row I.15 to cover Educational Recordings (Panopto).
