Student Management System
WHAT IS A STUDENT RECORD?
A CASE STUDY BY KING’S COLLEGE LONDON
Pilot project compiled for the JISC (Joint Information Systems Committee)
Supporting Institutional Records Management Programme
November 2003
Clare Cowling
Records Manager
WHAT IS A STUDENT RECORD?
A CASE STUDY BY KING’S COLLEGE LONDON
Table of contents
Abbreviations
1. WHAT IS A STUDENT RECORD? BACKGROUND TO THE PROJECT
1.1 Introduction
p.5
1.2 The King’s context
p.5
1.3 The JISC pilot project
p.5
2. THE PROJECT’S AIMS
2.1 Terms of reference
2.2 Project deliverables
2.3 Other benefits
p.6
p.6
p.6
3. METHODOLOGY
3.1 Overall coverage of the student record in King’s
3.2 Internal College procedures and policies
3.4 External information gathering
p.8
p.8
p.8
4. PROJECT FINDINGS: THE STUDENT RECORD AT KING’S
4.1 The student record database
4.2 Documentation on named students held in other databases
4.3 Future planning: the student portal
4.4 College committees
4.5 Student files maintained by School Offices and Academic
Departments within each school
4.6 Comparison of undergraduate and postgraduate student files
4.7 Records maintained by academic/personal tutors/clinical advisers
4.8 Records held for other purposes by school staff
4.9 Duplication of information
p.9
p.10
p.10
p.11
p.11
p.14
p.16
p.16
p.16
5. IDENTIFYING THE CORE RECORD
5.1 What does the “core record” mean?
5.2 The core record for internal administration
5.3 The core record for external requirements
5.4 The core record for legal requirements
5.5 Student expectation that information will be retained
5.6 Long-term reference/research value
p.18
p.18
p.18
p.19
p.20
p.21
6. RECOMMENDATIONS
6.1 The core record
6.2 Non-core data which should be destroyed
6.3 Deletion of electronic data
6.4 Destruction of paper documentation
6.5 Preservation of core data
6.6 Long-term formats: summary of recommendations
p.22
p.22
p.23
p.24
p.24
p.25
7. CONCLUSION
A CASE STUDY BY KING’S COLLEGE LONDON
Pilot project compiled for the JISC (Joint Information Systems Committee)
Supporting Institutional Records Management Programme
November 2003
Clare Cowling
Records Manager
WHAT IS A STUDENT RECORD?
A CASE STUDY BY KING’S COLLEGE LONDON
Table of contents
Abbreviations
1. WHAT IS A STUDENT RECORD? BACKGROUND TO THE PROJECT
1.1 Introduction
p.5
1.2 The King’s context
p.5
1.3 The JISC pilot project
p.5
2. THE PROJECT’S AIMS
2.1 Terms of reference
2.2 Project deliverables
2.3 Other benefits
p.6
p.6
p.6
3. METHODOLOGY
3.1 Overall coverage of the student record in King’s
3.2 Internal College procedures and policies
3.4 External information gathering
p.8
p.8
p.8
4. PROJECT FINDINGS: THE STUDENT RECORD AT KING’S
4.1 The student record database
4.2 Documentation on named students held in other databases
4.3 Future planning: the student portal
4.4 College committees
4.5 Student files maintained by School Offices and Academic
Departments within each school
4.6 Comparison of undergraduate and postgraduate student files
4.7 Records maintained by academic/personal tutors/clinical advisers
4.8 Records held for other purposes by school staff
4.9 Duplication of information
p.9
p.10
p.10
p.11
p.11
p.14
p.16
p.16
p.16
5. IDENTIFYING THE CORE RECORD
5.1 What does the “core record” mean?
5.2 The core record for internal administration
5.3 The core record for external requirements
5.4 The core record for legal requirements
5.5 Student expectation that information will be retained
5.6 Long-term reference/research value
p.18
p.18
p.18
p.19
p.20
p.21
6. RECOMMENDATIONS
6.1 The core record
6.2 Non-core data which should be destroyed
6.3 Deletion of electronic data
6.4 Destruction of paper documentation
6.5 Preservation of core data
6.6 Long-term formats: summary of recommendations
p.22
p.22
p.23
p.24
p.24
p.25
7. CONCLUSION