Department of Business Assurance | Corporate Records Management April 2019

Records and Data Retention Schedule Student Records

How to use the Schedule A seven column layout provides:

- a description for each record

- the name of the department with responsibility for the management of a record

- the legal reference where applicable

- the retention rule, that is the number of years a record should be retained in a department before it is destroyed or deleted. For ease of reference this is given in a colour coded box

with an additional number where appropriate

Retain for up to 3 years

Retain for 3 - 7 years

Retain for 7 + years

- archive, a yes or no answer about whether the record should be transferred to the King’s College London Archives. There is a default assumption that the transfer of a

copy should take place on creation but the Notes field also indicates when deferred transfer is appropriate

4

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

- classification reflects intended dissemination of university information:

• External - information is intended to reach the widest possible audience

• Internal - information is intended to reach staff and students

• Restricted - information is intended for use by a limited group of users

• Highly restricted – information for use by a strictly defined group of users, dealing with issues that are highly confidential or sensitive

Record description Responsibility Legal

reference

Retention Rule Archive Classification Notes

8.1 Purchasing

regulations

Purchasing

Services

College

Financial

Regulations

Yes Restricted

8.5 Tender

documentation –

successful supplier

tenders

Purchasing

Services

SEE NOTES No Highly restricted Retain for 6 years

after the

termination of the

contract

The Schedule will adapt to reflect changes to the university structure and departments, new legal requirements as well as the creation of new records. For further information and to

advise of changes in record keeping requirements, please contact our records management team records-management@kcl.ac.uk.

Type of record Department or

Service

responsible for

the record and

action

Legal or

regulatory

reason having a

bearing on the

proposed action

The length of

time to keep the

record

Whether the

record should be

sent to the

College Archives

on creation

Level of

accessibility

Additional

information on

the retention

period of the

record

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

Contents Student recruitment

Unsuccessful applications and non-responders

Successful applications

Student induction

Student progression

Student finance

Programme and module administration

Assessment and examinations

Conferment of student awards

Honorary awards

Prize administration

Scholarships and bursaries

Student administration

Student conduct, complaints and appeals

Counselling and health services

Student advice service

Careers service

Accommodation and residential services

Diversity and inclusion

Library services

King’s experience awards

Personal tutors

Student enquiry management

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

Record Description

Responsibility Legal Reference

Retention Rule

Archive Classification Notes

Student recruitment

1.1 Management and

organisations of student

recruitment campaigns

and events

Marketing See Notes No Restricted Current year + 5

years

1.2 Summaries and analysis

of student enquiry and

recruitment data

Marketing See Notes No Restricted Current year + 5

years

1.3 Enquiries from

prospective students

Marketing See Notes No Restricted Current year + 1

year

Unsuccessful applications and non-responders

1.4 Unsuccessful

applications

King’s Admissions Office

General Data

Protection

Regulation

(GDPR)

6 No Restricted Current year + 6

years

1.5 No shows (Applicants

who accepted offers but

did not attend)

King’s Admissions Office General Data

Protection

Regulation

(GDPR)

6 No Restricted Current year + 6

years

1.6 Non-responders

(Applicants who were

made offers but did not

accept or decline)

King’s Admissions Office General Data

Protection

Regulation

(GDPR)

6 No Restricted Current year + 6

years

1.7 Interview notes for

unsuccessful applicants

King’s Admissions Office

or Faculty/Department

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Destroy 6 months

after rejection

notification

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.8 Complaints about

admissions service

King’s Admission Office See Notes No Restricted Destroy 3 years

after last action

1.9 Appeals against non-

admission

King’s Admission Office Limitation Act

1980

See Notes No Restricted Destroy 6 years

after last action

Successful applications

1.10 Online application form

and related

documentation

King’s Admissions Office General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted One copy to be

retained

permanently as

part of corporate

student record

1.11 Interview notes for

successful applicants

King’s Admissions Office

or Faculty/Department

General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain until

completion of

study

1.12 Offer of place and

related correspondence

Faculty/Department General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.13 Acceptance of place

and related

correspondence

Faculty/Department General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.14 Supporting references Faculty/Department General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Copies to be

retained

permanently as

part of corporate

student record

1.15 Student photograph Faculty/Department See Notes Yes Restricted Retain

permanently as

part of corporate

student record

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.16 Student ID number Faculty/Department See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.17 Plagiarism statement Faculty/Department See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.18 Details of criminal

convictions

Faculty/Department Rehabilitation of

Offenders Act

1974

General Data

Protection

Regulation

(GDPR)

See Notes No Highly Restricted Completion of

study + 7 years,

unless

• course relates to

education,

medicine or

dentistry

• the conviction

is not spent

1.19 Criminal Records

Bureau (CRB) checks

Faculty/Department General Data

Protection

Regulation

(GDPR)

See Notes No Highly Restricted Completion of

study + 3 months

College student

record should note

that check has

been satisfactorily

or unsatisfactorily

completed.

Student Induction

1.20 Review of induction

programmes for new

students

Faculty/Department See Notes Life of programme

+ 5 years

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.21 Administration of

programmes and events

for new students

Faculty/Department See Notes Current year + 1

year

Student Progression

1.22 Module registration

forms

Faculty/Department General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.23 Change of course form

Departments General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.24 Withdrawal /

Interruption of studies

form

Departments General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.25 Clinical assessments Departments General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.26 Fitness to practice

documentation

Departments General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.27 Student exchanges /

Junior Year Abroad

Departments / Study

Abroad Office

General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain

permanently as

part of corporate

student record

1.28 Medical exchanges and

electives

Electives and Exchanges

Office

General Data

Protection

See Notes Yes Restricted Retain

permanently as

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

Regulation

(GDPR)

part of corporate

student record

1.29 Work placements Careers Office /

Departments

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

placement + 1 year

If placement is a

course

requirement,

retain permanently

as part of

corporate student

record

1.30 Final transcript,

including module results

and final award

Examinations Office

General Data

Protection

Regulation

(GDPR)

See Notes Yes Highly restricted Retain

permanently as

part of corporate

student record

Student Finance

1.31 Fee payment Finance Value Added Tax

Act 1994

See Notes No Restricted Completion of

study + 7 years

1.32 Access to Learning

Fund application and

correspondence

Student Funding Office Value Added Tax

Act 1994

See Notes No Restricted Completion of

study + 7 years

1.33 Bursaries and

scholarships

applications

Student Funding Office Value Added Tax

Act 1994

See Notes No Restricted Financial record

for be retained for

completion of

study + 7 years.

Paper copies to be

removed and

destroyed from

student file on

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

completion of

study

1.34 Bursaries and

scholarships

maintenance grant

requests

Student Funding Office Value Added Tax

Act 1994

See Notes No Restricted Financial record

for be retained for

completion of

study + 7 years.

Paper copies to be

removed and

destroyed from

student file on

completion of

study

1.35 Grant cheques Finance Value Added Tax

Act 1994

See Notes No Restricted Completion of

study + 7 years

1.36 Council tax exemption

certificate

Student Funding Office Value Added Tax

Act 1994

See Notes No Restricted Financial record

for be retained for

completion of

study + 7 years.

Paper copies to be

removed and

destroyed from

student file on

completion of

study

1.37 Financial

hardship/problems

correspondence

Finance/Student

Funding Office

Value Added Tax

Act 1994

See Notes No Restricted Financial record

for be retained for

completion of

study + 7 years.

Paper copies to be

removed and

destroyed from

student file on

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

completion of

study

1.38 Fee debtors list Finance Value Added Tax

Act 1994

See Notes No Highly Restricted Completion of

study + 7 years

1.39 Suspension for non-

payment of fees

Students and Education

Value Added Tax

Act 1994

See Notes No Restricted Financial record

for be retained for

completion of

study + 7 years.

Paper copies to be

removed and

destroyed from

student file on

completion of

study

1.40 Appeals Students and Education

Value Added Tax

Act 1994

See Notes No Restricted Last action on

record + 7 years.

1.41 Disability allowance Student Funding Office Value Added Tax

Act 1994

See Notes No Restricted Completion of

study + 7 years

Programme and module administration

1.42 Programme and module

timetables

Departments

See Notes No Internal Retain for

duration of

programme or

module, for

instance 3 years

for a 3 year

programme

1.43 Class lists

Departments

General Data

Protection

Regulation

(GDPR)

4 No Restricted Contains personal

data

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.44 Tutorial lists

Departments

General Data

Protection

Regulation

(GDPR)

4 No Restricted Contains personal

data

1.45 Student attendance

forms

Departments

General Data

Protection

Regulation

(GDPR)

4 No Restricted Contains personal

data

1.46 Course assignment

registers

Departments

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Retain for

duration of

programme

1.47 Programme and module

approval forms

Faculty/Department 10 No Restricted As approved by

Faculty Education

Committee

1.48 Programme and module

modification forms

Faculty/Department 10 No Restricted As approved by

Faculty Education

Committee

1.49 Programme and module

evaluation forms

Faculty/Department 7

1.50 Programme and module

handbooks

Faculty/Department Yes External Retain until

superseded then

transfer copy to

Archives Services

Assessment and examinations

1.51 Communication of

assessment methods and

standards to students,

for example student

handbooks

Departments

Yes External

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.52 Registration form Faculty/Department General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Retain

permanently as

part of corporate

student record

1.53 Candidate number Examinations Office General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Retain

permanently as

part of corporate

student record

1.54 Examination

attendance sheet

Examinations Office General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

programme + 1

year

1.55 Examination mark

sheet

Examinations Office General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

programme + 1

year

1.56 Application for special

examination

arrangements

Examinations Office /

Special Examinations

Arrangements

Committee

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

programme + 1

year

1.57 Medical assessment for

special arrangements

Examinations Office /

Special Examinations

Arrangements

Committee

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

programme + 1

year

1.58 Application to sit

written examination

overseas (distance

learning students)

Examinations Office /

Special Examinations

Arrangements

Committee

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

programme + 1

year

1.59 Request for re-sit or

replacement

examination

Faculty/Department/

Examinations Office

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Retain

permanently as

part of corporate

student record

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.60 Extension request form

(for assessed work)

Faculty/Department General Data

Protection

Regulation

(GDPR)

No Restricted Completion of

programme + 1

year

1.61

Mitigating

circumstances form

Departments General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Last action on

case + 6 years

1.62 Assessed work

including assignments

and dissertations

Departments

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

programme + 1

year

Return to student

on request or

destroy

1.63 Examination scripts Departments/

Examinations Office

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

programme + 1

year

Contact Corporate

Records

Management for

storage assistance

1.64 Examiners notes

Departments

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Completion of

programme + 1

year

1.65 Examiners reports and

responses

Quality & Academic

Support

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Completion of

programme + 1

year

1.66 PhD theses

Examinations Office

See Notes No Internal, though some

theses may be restricted,

Bound copies are

retained by

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

either for a period of

years or indefinitely

Library Services

and e-theses are

made available via

King’s Research

Portal and

EThOS.

1.67 Associate of King’s

College (AKC)

Diploma / Certificate

Dean’s Office See Notes No Restricted Retain

permanently as

part of corporate

student record

Conferment of student awards

1.68 Pass lists

Examinations Office

General Data

Protection

Regulation

(GDPR)

Yes Restricted Examination

results available in

SITS

1.69 Graduation list

Ceremonies & Events

Team

General Data

Protection

Regulation

(GDPR)

2 No Internal

1.70 Graduation ceremonies

programme

Ceremonies & Events

Team

General Data

Protection

Regulation

(GDPR)

Yes Internal

1.71 Prize book

Ceremonies & Events

Team

General Data

Protection

Regulation

(GDPR)

Yes External

1.72 Travel awards

including final student

report

Ceremonies & Events

Team

General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain for 1 year

locally then

transfer to

Archives Services

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.73 Debtors listing

Student Funding Office

General Data

Protection

Regulation

(GDPR)

1 No Highly restricted Information on

individual debtors

to be retained as

part of corporate

student record

until debt has been

resolved

1.74 Transcript requests

Examinations Office

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Retain until

business or

reference use has

ceased

Honorary awards

1.75 Fellowship and

Honorary Degrees

Committee records

Governance & Legal

Services

General Data

Protection

Regulation

(GDPR)

See Notes Yes Highly restricted Retain for 7 years

locally then

transfer to

Archives Services

Prize administration

1.76 Unsuccessful prize

applications or

nominations

Ceremonies & Events

Team

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Destroy 1 year

after application

received

1.77 Successful prize

applications or

nominations

Ceremonies & Events

Team

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Current year + 6

years

1.78 Formal letter

confirming prize award

Ceremonies & Events

Team

See Notes No Highly restricted Current year + 6

years.

Copy passed to

Faculty or

Department for

permanent

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

retention as part of

core student

record

1.79 Copy of prize certificate Ceremonies & Events

Team

See Notes No Highly restricted Current year + 6

years

1.80 Letter to prize donor

confirming recipient

Ceremonies & Events

Team

See Notes No Highly restricted Current year + 6

years

Scholarships and bursaries

1.81 Successful scholarship

or bursary application

form

Graduate School General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Current year + 6

years

1.82 Scholarship or bursary

selection panel papers,

i.e. student nomination,

mark sheets, statements

from Schools, etc

Graduate School General Data

Protection

Regulation

(GDPR)

See Notes

No Highly restricted Current year + 6

years

1.83 Final scholarship or

bursary offer letter

Graduate School General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Current year + 6

years

1.84 Unsuccessful

scholarship or bursary

applications

Graduate School General Data

Protection

Regulation

(GDPR)

See Notes

No Highly restricted Destroy 1 year

after application

received

1.85 Student maintenance

grant forms

Graduate School General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

study + 7 years

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.86 Expense claims Graduate School General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

study + 7 years

1.87 Documentation relating

to charges and fees

Graduate School See Notes No Restricted Completion of

study + 7 years

1.88 Invoices to external

bodies

Graduate School 2 No Restricted Retain locally for

2 years.

Original invoices

to be retained by

Finance for 7

years

Student administration

1.89 Core student record

Includes application

and enrolment data, fee

status, chosen

programme of study,

registration of modules,

results, prizes and final

award

Registry Services (Arts

& Sciences) or Faculty

Office or Academic

Centre (Health

Faculties) or Student

Support Centre (Nursing

& Midwifery) or

Education Support Team

(Institute of Psychiatry)

General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain until

completion of

programme + 1

year then transfer

paper file to

Corporate

Records

Management

Retain digital

student

information on the

SITS database

1.90 Departmental student

file

Includes information on

student attendance and

submission of

coursework

Departments General Data

Protection

Regulation

(GDPR)

See Notes Yes Restricted Retain until

completion of

programme + 1

year then transfer

paper file to

Corporate

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

Records

Management

Retain digital

student

information on the

SITS database

Student conduct, complaints and appeals

1.91 Student disciplinary or

misconduct case files

Student Conduct &

Appeals Office

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Last action on

case + 6 years

1.92 Formal complaints

(Stage Two and Three)

by students against the

university

Student Conduct &

Appeals Office

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Last action on

case + 6 years

1.93 Informal complaints

(Stage One) by students

against the university

Student Conduct &

Appeals Office

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Last action on

complaint + 3

years

1.94 Subject access requests

(requests for personal

information) from

students

Information Compliance General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Completion of

request + 2 years

Counselling and health services

1.95 Student case files

Counselling Services

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Last action on

case + 6 years

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.96 Patient records Health Centre

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted These records are

owned and

managed by the

NHS.

Records retention

is governed by

NHS Records

Management

Code of Practice

for Health and

Social Care

(2016)

1.97 Medical certificates Faculty/Department General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Completion of

study + 7 years

Student Advice Service

1.98 Student case files

Student Advice Service

General Data

Protection

Regulation

(GDPR)

6 No Highly restricted

Careers Service

1.99 Destination of Leavers

from Higher Education

survey

Careers Service

See Notes No Restricted Collected by the

Careers Service

then returned to

the Higher

Education

Statistics Agency

(HESA) for

ratification

Results of past

surveys are

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

published on the

HESA website

1.100 Records of interaction

between the Careers

Service and the

University of London

Careers Group

including current

contract

Careers Service

No Restricted

1.101 One-to-one career

appointment records

and discussion notes

Careers Service

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Handled via

TargetConnect,

the Careers

Service

Management

System (CSMS).

Retain for

graduation + 2

years

1.102 Event sign up and

attendance records

Careers Service

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Handled via

TargetConnect,

the Careers

Service

Management

System (CSMS).

Retain for

graduation + 2

years

1.103 Practice aptitude test

records

Careers Service

General Data

Protection

Regulation

(GDPR)

1 No Restricted

Accommodation and Residential Services

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.104 Residence registration

forms

Residence Office General Data

Protection

Regulation

(GDPR)

2 No Restricted

1.105 Student self assessment

form and supporting

documentation

Accommodation

Services

General Data

Protection

Regulation

(GDPR)

2 No Highly restricted

1.106 Accommodation

allocation and

occupancy lists

Accommodation

Services/

Residence Office

General Data

Protection

Regulation

(GDPR)

2 No Restricted

1.107 Fees and charges

information

Includes deposit details,

invoice, swap forms etc

Accommodation

Services/

Residence Office

General Data

Protection

Regulation

(GDPR)

7 No Highly restricted Data held in the

Residential

Management

System (RMS)

1.108 Student file - non

confidential information

Residence Office

General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

programme + 1

year

1.109 Student file -

confidential information

Includes medical

records and disciplinary

information as relevant

Residence Office

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Completion of

programme + 1

year

1.110 Student disciplinary,

complaint or appeal

information

Accommodation

Services/Services for

Students

General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Completion of

programme + 1

year

1.111 Records relating to

student’s guests or

visitors

Residence Office

General Data

Protection

See Notes No Restricted Completion of

programme + 1

year

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

Regulation

(GDPR)

Diversity and inclusion

1.112 Student case files

Diversity and Inclusion General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Completion of

programme + 7

years

Library Services

1.113 Inter-library loan forms

Library Services

General Data

Protection

Regulation

(GDPR)

7 No Restricted British Library

requirement

1.114 User loan records

Library Services General Data

Protection

Regulation

(GDPR)

4 No Restricted

1.115 Users with no

outstanding fines

Library Services General Data

Protection

Regulation

(GDPR)

4 No Restricted

1.116 Users with outstanding

fines

Library Services General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Retain until fine

has been paid

1.117 Medical certificates

relating to credit fines

Library Services General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Destroy after

crediting

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.118 Applications for library

membership from

Intercollegiate students

Library Services General Data

Protection

Regulation

(GDPR)

2 No Restricted

1.119 Applications for library

membership from

SCONUL Access

scheme members

Library Services General Data

Protection

Regulation

(GDPR)

2 No Restricted

1.120 Disability support forms

Library Services General Data

Protection

Regulation

(GDPR)

See Notes No Highly restricted Retain until

completion of

study

King’s Experience Awards

1.121 Successful application

for King’s Experience

Award

King’s Experience Office General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

study + 1 year

1.122 Unsuccessful

application for King’s

Experience Award

King’s Experience Office General Data

Protection

Regulation

(GDPR)

1 No Restricted Notification of

outcome + 1 year

1.123 Assessment or

submissions for King’s

Experience Award

King’s Experience Office See Notes No Restricted Completion of

study + 1 year

1.124 Notification of King’s

Experience Award

outcome

King’s Experience Office No Restricted Retain

permanently on

SITS and as part

of HEAR

Personal Tutors

Records and Data Retention Schedule - Student Records

Department of Business Assurance | Corporate Records Management April 2019

1.125 Student and tutor

meeting notes

Personal tutors General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Completion of

study + 2 years

1.126 Student references

Personal tutors General Data

Protection

Regulation

(GDPR)

See Notes No Restricted Retain one master

copy for reuse as

required

Student Enquiry Management

1.127 Enquiries from

prospective students

Student Services General Data

Protection

Regulation

(GDPR)

Resolution of

enquiry + 18

months

No Restricted Data held in

enquiry

management

system

1.128 Enquiries from current

students

Student Services General Data

Protection

Regulation

(GDPR)

Completion of

study + 18

months

No Restricted Data held in

enquiry

management

system

1.129 Enquiries from former

students

Student Services General Data

Protection

Regulation

(GDPR)

Resolution of

enquiry + 18

months

No Restricted Data held in

enquiry

management

system

1.130 Enquiries from third

parties

Student Services General Data

Protection

Regulation

(GDPR)

Resolution of

enquiry + 18

months

No Restricted Data held in

enquiry

management

system