Students Staff

Court and Council Retention Schedules

Acronym key

  • CAY Current Academic Year (October to September)
  • CFY Current Financial Year (July to August)
  • CCY Current Calendar Year (January to December)
  • TofR Termination of Relationship (the point at which someone stops being a student or member of staff)

Court

Court is serviced by the Strategic Planning and Change Section which is responsible for Court documents.

There are no minutes taken at meetings of Court.

Item How long to keep it for Notes
Individual membership record Duration of membership
Attendance Analysis Duration of membership Held in SPCS
Letter templates Revised as necessary

Council

Item How long to keep it for Notes
Council papers and minutes Permanent Papers prior to 2-12-13 are stored in the Academic Section strong room. Papers from 2012-13 onwards are stored in the Governance Office. One paper copy is also held permanently in the Albert Sloman Library. Minutes and agendas are published on the website.
Council working file for current academic year CAY + 1
External member personal files Academic year during which Council membership ceases + 1
Former external member details Permanent A permanent list of members’ names and dates of office is held in the Governance Office and is recorded in the University Calendar. Former Council members are appointed to Court.
Council Procedural Changes Permanent Held in the Governance Office
Induction and training information Retain most recent information only
Council lunch: member dietary requirements For the duration of membership
Council lunch: pre-programme arrangements Permanent Held in the Governance Office
Nominations Committee: Papers and Minutes Permanent Papers prior to 2012-13 are stored in the Academic Section strong room. From 2012-13 papers are stored in the Governance Office.
Nominations Committee: working file for current academic year CAY + one term N/A