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VCE and VCAL Administrative Handbook

VCE and VCAL Administrative Handbook, 2009 Amendment

Amendment - 5 January 2009

4.6.5  Maintenance and disposal of records

(Please note that reference to ‘schools’ below is generally meant to refer to schools plus other VCE/VCAL providers.)

Responsibility for management of school records rests with the principal. Government schools are obliged to keep school records and dispose of such records in accordance with the provisions outlined in General Retention & Disposal Authority for School Records (PROS 01/01) and General Retention & Disposal Authority for Records of Common Administrative Functions (PROS 07/01) issued by the Public Record Office Victoria.

The information in the above records authorities describes the major record categories kept by schools, and specifies the minimum period for which they should be retained. PROS 01/01 only covers records created and received by government schools. It does not apply to records about schools created by DEECD or the VCAA. Likewise, non-government schools are not bound by the provisions of PROS 01/01 or PROS 07/01. Non-government schools may, however, wish to be guided by the retention periods specified for records in PROS 01/01 and PROS 07/01, or they may wish to use the Records Retention Schedule for Non-Government Schools produced by the Australian Society of Archivists, or they may have their own internal records authorities for their school records.

The information below describes some of the VCE and VCAL record categories kept by schools with their recommended retention periods.

 

VCE/VCAL enrolment and withdrawal forms

These include the various student personal details forms, enrolment amendment forms, and student exit forms for students withdrawing from the qualification.

STATUS: Temporary — Government schools may destroy these records 2 years after the student’s departure from the school. (Refer to PROS 01/01 class 3.3.3.)

 

School-assessed coursework

This refers to school-assessed tasks not returned to students, or copies thereof.

STATUS: Temporary — Government schools may destroy these records 4 months after student’s notification of final result  for the unit. (Refer to PROS 01/01 class 3.5.4.)

 

Records of Special Provision

This refers to the school’s copies of Special Examination Arrangements and Derived Examination Score applications, where all original documentation has been sent to the VCAA by the school.

STATUS: Temporary — Government schools may destroy these records 1 year after the student’s departure from the school. (Refer to PROS 01/01 class 3.5.5.)

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