Candidates List and Result Amendments
The University is required to maintain permanent records as prescribed under the Public Records Act 1973. This is to ensure that the Original Final Candidates' Lists and Result Amendment forms which are designated permanent records are maintained in accurate and up to date strict alpha-numeric code order to facilitate the verification of results.
These original result records must be maintained as per Legislative requirements.
Maintenance
Faculties maintain completed Final Candidates' Lists in strict alpha-numeric order.
Faculties also collect completed Result Amendment Forms and collate them with the completed Final Candidates’ Lists. The holding period of six months for Higher Education and one year for TAFE is to allow all paperwork to be completed/finalised before binding of the Lists.
Collation
Faculties collate completed Final Candidates’ Lists in strict alpha-numeric order by subject/module code.
Faculties interfile completed Result Amendments Forms with the Final Candidates’ Lists in alphabetical order by student surname, behind the corresponding subject’s Candidates’ List.
At the conclusion of the six-month holding period for Higher Education and one year for TAFE, collated Final Candidates’ Lists and Result Amendment Forms (with all staples, paperclips, post-it notes and extraneous documentation removed from these records), are then to be forwarded as a complete set to Records Management Services (RMS) for storage, binding and archiving. Prior to sending collated sets to RMS please fill out the appropriate form:
FCL Checklist HED
FCL Checklist TAFE
Storage
RMS collect the completed sets of Final Candidates’ Lists and Result Amendments from all Faculties at all Campuses.
RMS store these records in labelled folders until the end of the semester following the semester they were received, before arranging for them to be bound.
Binding
RMS arrange for the binding of the complete set of Final Candidates’ Lists and Result Amendments on an annual basis.
Bound volumes are separated and labelled by year, semester and subject code range.
Archiving
RMS archive the bound set of records before forwarding them to the Public Record Office Victoria (PROV)
.
Late Records
Any Final Candidates’ Lists or Result Amendments submitted to RMS after the set of records for that year, semester and Faculty have been bound, are stored in separate labelled folders alongside the bound volumes.
However, Faculties must make every effort to process and forward all records to RMS within four months of results being released.
