One of our SIG members has been asked by her school executive how long they need to keep the application of enrolment forms of students whose parents have applied to the school but were not successful. The ASA “Records Retention Schedule for Non-Government Schools” , which on page 24 (6.1.1) of the student records states “ Original document signed by parent requesting a place be reserved ; evidence of acceptance and initial payment” need to be kept for permanent retention, but this seems to apply only to those enrolment forms for students who have attended the school not for those who have just applied . can someone advise please?
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We do much has Steve has indicated. All records of students who enrol but do not start are sentenced as 'not school archives - destroy when reference ceases'. Our registrar would usually hold onto them for some time in case the situation changed. Perhaps the waitlist may move and a space may be offered, they may decide to come at a different entry point where there is space available or they may come as a day student because no boarding space was avaiable. However, once our registrar deems that the enrolment application is of no further relevance and the child will not be commencing, the record would be destroyed as it is 'not school archives'.
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Hi Denise
We do much has Steve has indicated. All records of students who enrol but do not start are sentenced as 'not school archives - destroy when reference ceases'. Our registrar would usually hold onto them for some time in case the situation changed. Perhaps the waitlist may move and a space may be offered, they may decide to come at a different entry point where there is space available or they may come as a day student because no boarding space was avaiable. However, once our registrar deems that the enrolment application is of no further relevance and the child will not be commencing, the record would be destroyed as it is 'not school archives'.
Cheers Margaret