Student Records - Information
Why is it necessary to capture Student Records?
Students are the main client group for the University. It not only makes sound business sense to capture all official correspondence with students (including email) in a central location, but good records also protect the interests of students, staff and the University.
The University is obliged to meet the requirements of the State Records Act, 1998 (NSW) and other recordkeeping and privacy legislation. The State Archives and Records Authority (opens in a new window), the regulatory body for the State Records Act, issues mandatory standards, policies, retention schedules and other documents. Compliance with these standards is achieved by saving student records in the appropriate files in Content Manager (TRIM).
Staff Responsibilities
It is the responsibility of all Western Sydney University employees to maintain accurate student records relating to the processes of their business unit. Effective student recordkeeping reflects an accurate footprint of the experience and status of each student studying at Western Sydney University. This information is regularly requested by the University Office of Legal Counsel, as it can be used as evidence in legal proceedings. Please note a student can request to access the contents of all files kept on them by the University. This includes all emails and documented correspondence about them that is saved in their student file in Content Manager (TRIM)..
All student files at Western Sydney University are electronic only. If you have paper records, these should be scanned in accordance with the Scanning Standards and saved to the student's file electronically.
The key record types for student files are:
SD - Academic
For academic administrative documents, including but not limited to student advice, notifications of awards and prizes and peer mentoring.
SD – Email
Emails captured to Content Manager (TRIM). using the email integration 'cc to TRIM'
SD – Notes
Used to add notes to maintain a record of the flow of paperwork and record information regarding inquiries and decisions made about an issue.
Student Document - OAR Used by staff for administrative documents, including but not limited to: Cross Institutional Studies, Completion Letters, Student Advice, Change of Grade Approvals
Student Document - Restricted
Used to save documents with sensitive information. Please note that due to the restrictions on this record type, only a limited number of University staff members can view the contents once it has been saved to Content Manager (TRIM).
SD - Residency
Used by a small group that deals with residency issues. Please note that due to the restrictions on this record type, only a limited number of University staff members are able to view the contents once it has been saved to Content Manager (TRIM).
There are a range of retention periods depending on the information the records document. These can be anything from one year to 99 years and some can never be destroyed. However, some of the basic requirements include:
- Records that are placed on student files in Content Manager (TRIM). are kept for 8 years after the student leaves the University, then destroyed.
- Academic Transcripts (The data is kept in the Student Management System for this purpose) are required as State Archives and are never to be destroyed.
- Misconduct Records are kept for 8 years (except where the misconduct involves suspected or proven abuse or neglect of children, which have a minimum 99 year retention).
- Unclaimed student works for assessment are kept for a period of twelve months after the end of session. Examination papers and final major assessments are kept for a period of twelve months following the end of the relevant teaching session (except where they have been required as part of a review of grade process - these may not be destroyed until at least 12 months after the review process has been finalised).
If you are unsure how long student records need to be kept contact RAMS at rams@westernsydney.edu.au for advice.
To have an email captured to a student file, just add trim@records.westernsydney.edu.au to the CC or BCC field when sending an email to a student's University email account.
This function must be used with good judgment. Ensure that the information within the email or email chain being captured is not derogatory towards any University student or staff member, and does not contain personal identification information about any other student. If there is mention of another student, or the situation/outcome of another student, then this information will need to be redacted before adding trim@records.westernsydney.edu.au into the CC or BCC field.
Refer to the guidelines for FAQs regarding student email capture.
Consistent titling will help you and your colleagues efficiently find what you need in a student file. Development of naming conventions is recommended.
When saving a document or email to a student file in Content Manager (TRIM), give it a meaningful title that allows users to know the contents of the document 'at a glance'.
Under no circumstances should a Tax File Number be saved to a student file in TRIM.
Records of the following activities should not be saved to student files but should be saved in separate 'case files' in Content Manager (TRIM). within the relevant school or organisational unit:
- Complaints
- Counselling
- Student Misconduct
Additionally, as outlined above, identification documents and documents/emails that include photos of students and sensitive information need to be handled appropriately.
A document/email saved to a student file in Content Manager (TRIM) cannot contain personal identification information about any other student. If there is mention of another student, or the situation/outcome of another student, then this information will need to be redacted.
Student Records, Privacy and Access
Under the Privacy and Personal Information Protection Act 1998 (NSW), the University may collect and retain personal information on a student file where it is required to carry out a lawful University function, such as enrolment, assessment, special consideration, complaints, or appeals.
Sensitive and Health Information
Records containing sensitive or health‑related information must be managed with higher levels of security and saved using the Student Document – Restricted record type. This applies to documents created or received as part of administrative processes such as Disruption to Studies applications, late withdrawals, and related correspondence, including records containing health information.
When a document is saved as Restricted:
- basic document details (metadata) remain visible for accountability
- Access to the document content is limited to authorised staff only.
When sending an email to a student, include the following email address in the 'cc' or 'bcc' field of the email
studentconfidential@records.westernsydney.edu.au
This will automatically save the email to the Content Manager (TRIM) student folder in a restricted format.
Student Document - Residency
Residency and identity documents (such as citizenship or visa information) may be retained only where necessary to support legitimate University activities, including enrolment eligibility, fee assessment, statutory reporting, or regulatory compliance.
If you do not treat sensitive and identification documents with additional security, you could be in breach of privacy legislation or create a risk of identity theft. It can also be detrimental to the University should it be audited. An audit will also identify if documentation that needs to be recorded has not been recorded. Therefore, any information that supports a decision made about a student must be recorded in their student file.
Staff in Records and Archives Management Services can assist you in managing student records in Content Manager (TRIM).
If you have any questions about student records, please email the RAMS team at rams@westernsydney.edu.au