Student records retention
Retention schedule for student records.
Updates to EUCLID
This page provides general guidance about retention periods for student records. If you have an enquiry about the University's main student record system EUCLID, you should contact Student Systems as they directly manage this system.
Audience and purpose
There are two retention schedules published here – a pre-EUCLID schedule applicable to older student records for the time period up to 2009/10 and a post-EUCLID retention schedule for current records and older records from 2009/10 onwards.
Both retention schedules are intended for staff working in areas that hold information about the University's students, particularly freedom of information practitioners responsible for responding to subject access requests in their business areas.
The schedules set out recommendations for the amount of time that the University needs to keep records about its students and have been produced in consultation with relevant departments and the University Archivist.
These retention schedules can be used in three different ways:
To answer ad hoc queries about what should be done with particular collections of information about students, such as ‘What do I do with student application forms?’
To develop business area retention schedules and recordkeeping procedures for student records.
To integrate recordkeeping practices into business processes both locally and centrally. For example, if rejected applications are kept until the end of an admissions cycle, they can be destroyed as part of the work for closing down that cycle and preparing for the next.
- On this page
- What information is covered?
- How long should I keep my records?
- Using the schedule
- Student admission records
- Core archival student record
What information is covered?
This schedule focuses on information relating to identifiable, individual students of all types, including, but not limited to:
- taught and research postgraduates
- visiting students
- continuing professional development students
- e-learning students
- Office of Lifelong Learning students
It does not address general information about or for students, such as summary statistics or procedures.
Areas where the fact that a person is a student is not significant for the purposes of that particular activity, such as the Fitness Assessment and Sports Injury Clinic, are not covered in this schedule as information about a student using these services will be treated in the same way as the information about the area's other clients.
The retention periods set out here apply to both paper and electronic information.
How long should I keep my records?
The University's recommendations for how long you should keep your student records are set out in the student records retention schedule spreadsheets. For your reference, a PDF version is also available which consists of the full list of the records covered by the schedule, in activity order.
Please note the post-EUCLID student records retention schedule has been updated in 2018/19, following changes to data protection law which means some recommended retention periods have changed and have been aligned with the relevant privacy notices.
For records that were created before 2009/10, you will need to consult and adhere to the pre-EUCLID retention schedule, for records created after that time, consult and adhere to the post-EUCLID retention schedule.
The retention periods recommended in the spreadsheet are minimum retention periods. With the exception of Disclosure Scotland information, it is acceptable to set a longer period in a business area retention schedule, so long as the reason for the non-standard retention period is recorded.
The owner of the 'golden copy' of the record is the area responsible for ensuring that the University keeps the records concerned for the recommended period. Other areas should destroy their copy of the record as soon as their business need for it has ceased.
Using the schedule
The post-EUCLID retention schedule is structured as follows:
1 – 12 Student Recruitment and Admission Activities
13 – 20 Teaching and Research
21 – 24 Financial administration
25 – 43 Student administration
44 – 45 Careers support
46 – 48 Student Counselling and Disability Support
49 – 50 Student Accommodation
51 – 54 Development & Alumni
55 – 8 Information Services
Core archival student record
The core archival student record will enable the University to answer any enquiry concerning the identity of a student, the topics and subjects studied, the results of all assessments counting towards a qualification, and details of the award achieved. It should also support the production of management information and the conduct of academic research on the University's student population. For records that were created before 2009/10, you will need to consult and adhere to the pre-EUCLID core archival student record, for records created after that time, consult and adhere to the post-EUCLID core archival student record.