Glasgow Caledonian University Records Retention Schedule / Graduation Approved by / Shirley

Glasgow Caledonian University Records Retention Schedule Graduation Approved by Shirley Leckenby Date Nov 2016 Review Date November 2018 Version V2.4

Functions:

1. Attending/In absentia Page 1 3. Graduation Booklet Page2 2. Contracts/Finance Page 2 4. Graduation and Awards Page 3 Ceremonies

Code Record series Examples of records Retention Department Action Records Retention Action Notes/Citation Trigger Centre (Total) (if used) Grad1 Attending\In Absentia Grad1.1 Attending\In Print out from system of After award Copy for departmental use n/a 1 year Business needs Absentia Reports students eligible to ceremony held in department for 1 graduate at award year then shredded ceremony, Graduation report (after verification), In Absentia report (annotated with date of parchment issue etc),

1 Code Record series Examples of records Retention Department Action Records Retention Action Notes/Citation Trigger Centre (Total) (if used) Recorded delivery number Grad2 Contracts/Finance Grad2.1 Casual Hours Contract for Organist and Issued by Master forwarded to n/a Master held by Contracts Piper Assistant People Services. Not held People Services Academic locally Registrar/Gra duations

Grad2.2 Contract Glasgow Royal Concert Issued by Original Signed by 7 years Not held by Hall GRCH Academic Registrar and Finance sent to GRCH. Master copy held in Graduation Office for 7 years

Grad2.3. Tenders Photographic Tender, After Master held by n/a Master held by Venue hire Department Procurement. Not held Procurement has agreed locally Grad2.4 Payments Payment and e-mails for Payment Hold in electronic folder for n/a 1 year Payment also replacement parchments received 1 year then delete held in Online and Confirmation of store Awards Grad3 Graduation Booklet Grad3.1 Graduation Booklet Press copy (copy of text of After award Completion of Award n/a 1 year email to Herald and ceremony Ceremony + 1 year in Scotsman) Department then delete Grad3.2 Graduation Booklet Graduation Booklet (Final After award Scanned by Registry and n/a Hard copy lodged version) ceremony held for life of institution in in Archives Network Drive. Hard Copy sent to Archives Grad4 Graduation and award ceremonies Grad4.1 Graduation and Graduation Registration After award Completion of Award n/a 1 year Covers all award Ceremonies Webforms Completed and Ceremony Ceremony + 1 year then

2 Code Record series Examples of records Retention Department Action Records Retention Action Notes/Citation Trigger Centre (Total) (if used) submitted by student. delete or shred ceremonies in Copies of signed notice UK and board reports and Chair’s overseas eg Actions for graduating students London, Oman, South Africa.

Grad4.2 Graduation and Payments/Expenditure for After award 3 years then shred/delete n/a 3 years Business needs award Ceremonies all Graduation Services ceremony provided by External Companies Grad4.3 Graduation and Unclaimed Award After award Retain parchments for 5 n/a 5 years award Ceremonies Parchments held in files ie ceremony years then shred/delete students who have not paid the graduation registration fee and Royal Mail Returns – retained for collection