The University’s student record retention policy has been updated for the 2023/24 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.14 to split into two (A.14.1 and A.14.2) to separate disability data gathered for graduate access programmes and specify a shorter retention period for this
- Addition to A.16 to include a link to the UG/HEAT privacy notice
- Clarification of retention periods for Outreach undergraduate admissions in A.17
Fees and Funding
- Renaming hardship funding to financial assistance (E.3)
Person
- Expansion of F.7 to also include disability and harassment support, with details on handling of First Disclosures
Research students
- Amendment of the standard retention period for withdrawn students from +35 years to +10 years (H.1, H.4, H.5, H.7, H.8)
Student on course
- Addition of exceptional permanent retention period for sexual criminal misconduct and disciplinary or fitness to practise records for medical students (I.7)
- Reassignment of Education Recordings to the Educational Media Team within IT Services (I.15)
- Addition of row I.16 to cover student’s off venue activities
- Addition of row I.17 to cover student survey data
Student Support
- Expansion of J.3 to also include Titanium (CMS) and First Disclosure records
