Student Records Register

In accordance with the State Records Act 1998 (NSW), Charles Sturt University has an obligation to meet certain record keeping requirements along with other record keeping and privacy legislation. As a result, all official correspondence between students and Charles Sturt is captured and maintained in the University's internal systems. Each staff within Charles Sturt has a responsibility to maintain accurate student records that relate to their office, Division or Faculty.

The table below is a general list of student records maintained by Charles Sturt and what area of the University they are located.

List of Student Records	Description	Retention Years
Admission, enrolment and progression	Charles Sturt holds records in relation to the student lifecycle. The following Division has responsibility for maintaining these records: Student Administration Faculties and Schools may retain records in relation to course specific entry examinations, interviews or correspondence.	Records are required to retain minimum of 7 years after completion or discontinuation of course or program of study by student, then destroy. Includes: Confirmation that a criminal history check has been completed and a Working With Children Check has been sighted where these are required to enrol. Exception: Unsuccessful, lapsed or withdrawn applications for admission are required to be retained for 1 year after expiry of appeal period.
ID verification	Records (and copies) used to verify the identity of an applicant or individual student enrolling, such as birth certificate, passport or citizenship certificate, driver licence, or utility bills.	Retain original or copy of original until verification and validation process is complete, then return to owner. Note: Confirmation that the check has been sighted should be created and retained as per Admission, enrolment and progression.
Results and graduation	Charles Sturt holds records in relation to assessments, attendance, grades and graduations. The following Divisions and Faculties have responsibility for maintaining these records: Student Administration Charles Sturt University Regional Archives Faculty of Arts and Education Faculty of Business, Justice and Behavioural Sciences Faculty of Science and Health	Records relating to the grading/marking of individual assessment components of a subject or course and determination of final results/grades are required to retain minimum of 1 year after end of appeal period or minimum of 1 year after action completed, whichever is longer, then destroy. Records relating to changes of assessment results as a result of moderation, re-marking or appeal by the student are required to retain minimum of 7 years after action completed, or 7 years after expiry of appeal processes and appeal rights, then destroy. Records confirming the award/receipt of a qualification of diploma or above including honorary doctorates are considered as State archives.
Workplace learning	Charles Sturt holds records relating to workplace learning activities and professional placements.	Records relating to workplace learning activities where the number of hours/proof of performance are required for professional accreditation reasons, the records are required for a minimum of 60 years after completion of the course of study, then destroy. Records relating to administrative arrangements for practicums and workplace learning activities not required for professional accreditation are required for a minimum of 12 months, or longer if the records are required as part of an investigation into an allegation of misconduct.
Scholarships, Prizes, Fellowships and Awards	Charles Sturt holds records in relation to alumni, awards and events. The following Divisions, Offices and Faculties have responsibility for maintaining these records: Student Administration Charles Sturt University Regional Archives Faculty of Arts and Education Faculty of Business, Justice and Behavioural Sciences Faculty of Science and Health	Records relating to the management and delivery of scholarships, prizes, fellowships, awards and honorary awards, applications, nominations, acceptances, and recipients are required to retain minimum of 7 years after action completed, then destroy. Unsuccessful, rejected or lapsed applications and nominations for student awards, fellowships, prizes and scholarships are required to retain 1 year after action completed or appeal period has expired, then destroy. Records relating to the establishment and conditions of student awards, fellowships, prizes and scholarships are required to retain 10 years after action completed, or until fellowship is discontinued or until terms have been fulfilled, then destroy.
Student exchange	Charles Sturt holds records in relation to community and global engagement. The following Offices have responsibility for maintaining these records: Office of Community and Industry Engagement Office of Global Engagement and Partnerships Office of Government Relations	Applications for student exchange and study abroad must be retained for 7 years after completion or discontinuation of course or program of study by student, then destroy. Unsuccessful applications for exchange or study abroad are required to be retained for 1 year after action completed or after the appeal period has expired.
Student grievances, complaints and misconduct	Charles Sturt holds records in relation to misconduct and dispute resolution. The following Offices have responsibility for maintaining these records: Office of Student Conduct Office of Governance and Corporate Administration	Records relating to formal investigations (proven or dismissed) into student misconduct are retained for a minimum of 7 years after action completed, or completion or discontinuation of course or program of study by student, then destroy. Summary reports on the outcome of an investigation into student misconduct where the student is permanently excluded are required to retain 75 years after action completed, then destroy. Where the records relate to the management of cases involving allegations of the abuse or neglect of children, retain for a minimum of 45 years after action completed, then destroy.
Research data and management	Charles Sturt holds records in relation to the stages of student candidature. The following Centres, Offices and Faculties have responsibility for maintaining these records: Student Administration Office or Research Services and Graduate Studies National Wine and Grape Industry Centre The Agriculture, Water and Environment Research Institute The Gulbali Institute Centre for Public and Contextual Theology Faculty of Arts and Education Faculty of Business, Justice and Behavioural Sciences Faculty of Science and Health	Data, datasets and records relating to the management of research activities, projects or clinical trials that do not require ethics approval, retain for 7 years after project completed or research discontinued, then destroy. Records relating to the management of research activities, projects or clinical trials that require ethics approval. Includes data and datasets, methodology and frameworks, ethics and consent forms, ethics committee meetings, complaints, grievances and investigations of misconduct, and reports. Retain 15 years after discontinuation of research, submission of final report, publication of outcomes, or fulfilment of contractual obligations, or where the research involves human subjects until subject reaches or would have reached the age of 25 years, whichever is longer, then destroy. Research outputs, data and datasets where the research conducted uses innovative techniques for the first time or has long term impact on the environment, heritage, society, economy, or human health are required as State Archives.
Governance	Charles Sturt holds records in relation to student governance, elections and committee memberships. The following Division and Office have responsibility for maintaining these records: Division of Student Success Office of Governance and Corporate Administration	Records relating to the conduct of elections for membership of governing or student bodies, committees, etc. Includes management of electoral rolls, advertising, balloting, nominations, notices, papers, results, scrutineers, tally sheets, etc. are required to retain minimum of 1 year after action completed, then destroy.
Student support services	Charles Sturt holds records in relation to the support services provided to students. The following Division and Office have responsibility for maintaining these records: Office for Student Safety and Wellbeing Division of Student Success	Records are required to retain minimum of 7 years after action completed, then destroy.
Library services	Charles Sturt holds records in relation to student library records. The following Division has responsibility for maintaining these records: Division of Library Services	Records are required to retain minimum of 1 year after action completed, then destroy.