Creation and maintenance of academic student files procedure

Intent

RMIT manages information about individual students to support requirements for access to information; support student progress procedures; meet audit / regulatory requirements; and that all information contained within Academic Student Files remains confidential except information which has been placed in the public domain.

Academic Student Files will be held by different groups within RMIT for different purposes: the focus of this procedure will be on student administration information stored for the purpose of tracking local and international students from the time they apply for entry into an RMIT award program, until they complete or terminate that program at RMIT

Scope

All students enrolled in award programs.

Exclusions

This Procedure does not refer to student files that may be created by RMIT counselors, health service, etc

Procedure steps and actions

1. Creation of academic student files

Procedure

Responsibility

Timeline

1.1. It is recognised that the student information referred to below may be stored in either electronic or hard copy format. The hard-copy Academic Student Files created for each student must include the following identifiers for retrieval purposes:

  • Given Name
  • Family Name
  • Date of Birth
  • Student ID
  • Year (Commenced, with sub-section for each year of study)
  • Career (Prep , TAFE, UG, PG, Research, Non Award)
  • Program Code
  • Program Name

Student Administration

Within two weeks following the commencement of classes.

1.2. Academic Student Files shall contain all information pertinent to the student’s enrolment, administration, academic progress, and completion (where relevant). The Academic Student File must contain the following:

  • All written communication with the student;
  • Evidence from the following student related activities:
    • Enrolment documentation / information;
    • Workplace and/or Training agreements;
    • Attendance (where relevant - refer to Enrolment instruction: attendance. Evidence of all communication with students regarding attendance must also be retained);
    • Assessment record for the period of enrolment;
    • Program Completion and Graduation.

1.2.1. For the types of document to be held in student files for specific cohorts of VET students, see the instruction for the relevant student cohort on the VET compliance instructions web page.

1.2.2. Student files for students who are enrolled in State Government-subsidised Vocational Education must be maintained as described in the Student file compliance review instruction.

College/School

Student Administration

Information to be attached to the student’s file within two weeks of the relevant activity occurring, i.e., Enrolment Form to be attached within two weeks of enrolment.

1.3. An Academic Student File shall consist of ‘Part A – General Information’ and ‘Part B – Confidential Information’. 'Part B - Confidential Information' shall comprise all Special Consideration and appeals documentation. Only Part A of the file can be released and Part B must be retained in its secure home environment with the 'Academic Student File Use and Tracking Record'.

.

.

1.4. The ‘Guideline for the contents and location of an Academic Student File’ outlines the type of documents that might be included in an Academic Student File, and an indication of where the information can be found (i.e. Electronic - SAMS, hard copy - Academic Student File; Microfiche, other) (see end of this procedure). A copy of this guideline must be attached to each file

.

.

1.5. A copy of the ‘Academic Student File Use and Tracking Record’ must be attached to each file.

College/School

Student Administration

On creation.

2. Location of academic student files

Procedure

Responsibility

Timeline

2.1. Academic Student Files shall be located in a secure environment at an RMIT campus / office.

Deputy Pro Vice-Chancellor (Learning and Teaching)

At all times.

2.2. Academic Student Files may be removed from their secure environment providing the ‘Academic Student File Use and Tracking Record’ is completed and retained to ensure the location of the Academic Student File is known at all times. Academic Student Files may only be removed to alternative secure environments.

College/School

Student

Administration

At all times.

3. Storage of academic student files for completed / terminated students

Procedure

Responsibility

Timeline

3.1. Academic Student Files shall be stored in the Academic College after a student has completed or terminated their program of study

College/School Student Administration

Two years after student has completed or terminated their program.

3.2. Academic Student Files shall be archived in accordance with the Procedure on Transferring Academic Student Files to the RMIT Archives and Retrieving Academic Student Files from the RMIT Archives.

College/School Student Administration

Following the two-year period after the student has completed or terminated their program.

[Next: Supporting documents and information]