外文文献原稿和译文
原 稿
Introduction
The creati on and maintenance of records relati ng to the stude nts of an in stituti on are esse ntial to:
.man agi ng the relati on ship betwee n the in stituti on and the stude nt; .providing support and other services and facilities to the student;
.controlling the student ' s academic progress and measuring their achievement, both at the in stituti on and subseque ntly;
.providing support to the student after they leave the institution.
In addition, student records contain data which the institution can aggregate and an alyse to inform future strategy, pla nning and service provisi on.
The nu mber of stude nts in HEIs has in creased rapidly in the last twenty years. An in stitutio n ' s relati on ship with an in dividual stude nt has also bedooieasi ngly complex because of the range of support services institutions now provide to students and life long learning in itiatives. Con seque ntly, the volume and complexity of stude nt records have also in creased, as have the resources required to create, maintain, use, reta in and dispose of them, irrespective of the format in which they are kept. Ensuring that the personal data contained in stude nt records is con trolled and man agedi n line with the prin ciples of the Data Protectio n Act 1998 creates an additi onal complicati on.
In stituti ons should, therefore, establish a policy on managing stude nt records to en sure that they are han dled con siste ntly and effectively wherever they are held and whoever holds them. This policy should en sure that:
.records relat ing to an in dividual stude nt are complete, accurate and up to date;
.duplicati on of stude nt data is deliberate rather tha n uncon trolled and kept to the mi nimum n eeded to support effective admi nistrati on;
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.records are held and stored securely to preve nt un authorised access to them;
.records relati ng to the academic aspects of the stude nt 'eiati on ship with the institution are clearly segregatedfrom those dealing with financial, disciplinary, social, support and con tractual aspects of that relati on ship. This will en able differe ntial rete nti on periods to be applied to each of these to meet bus in ess and regulatory requireme nts. What are student records?
Records are docume nts or other items which: .contain recorded in formati on;
.are produced or received in the in itiati on, con duct or completi on of an activity;
.are reta ined as evide nee of that activity, or becausethey have other in formati onal value. The recorded information may be in any form (e.g. text, image, sound) and the records may be in any medium or format.
Stude nt records — records associated with man agi ng the relati on ship betwee n an institution and its students -can be organised into three broad categories, each of which may be additi on ally divided:
1. Records docume nti ng the con tractual relati on ship betwee n the stude nt and the in stituti on e.g. records documenting admission and enrolment, payment of tuition fees, non-academic discipli nary proceed in gs.
2. Records docume nti ng the stude nt as a lear ner
e.g. records documenting programmes undertaken, academic progress and performa nee, awards. 3. Records docume nti ng the stude nt as an in dividual and con sumer of services provided by the in stituti on
e.g. records docume nti ng use of accommodati on services, coun seli ng services, library and IT support services, careers and employme nt services.
Most records in categories 1 and 3 have specific retention periods triggered by the formal end of a stude nt direct relati on ship with an in stituti on, although the in formati on they contain may be aggregated and an alyzed to provide data requested by third partiesl or to support the institution
' s planning and development activities. An institution will need to
reta in some of the records in category 2 to provide con firmatory in formati on to pote ntial employers, professi onal bodies and associati on s, a nd to bodies which regulate entry to medical and other professi ons and which assess and maintain evide nee of fit ness to practice in those professi ons.
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Who is responsible for managing student records?
HEI organizational structures vary considerably. As a result, it is difficult to specify exactly where these responsibilities should lie in any one institution.
Responsibility for managing student records should be clearly defined and documented. It is important to define the responsibilities of staff involved in:
.man agi ng the in stituti on .man agi ng the in stituti on
' s gen eral, con tractual relati on ship with the stude nt; ' s relati on ship with the stude nt as a lear ner;
.providi ng tech ni cal and pers onal support services to the stude nt;
for creati ng, maintaining, usin g, reta ining and dispos ing of records docume nting those activities during the student
' s time at the institution.
Institutions should also designate one clear point of responsibility for maintaining complete, accurate and up to date records on every stude nt, coveri ng all aspects of the relati on ship. They should also defi ne the minimum content of the core stude nt record so that the in stituti on can, if required:
.dem on strate, within the provisi ons of limitatio n statutes, that its implied con tract with the student has been fulfilled;
.provide information on the student
' s academic performanee and award(s) to potential
employers, to licensing/regulatory bodies (normally first registration only)which control entry to professi ons and to other orga ni zati ons (e.g. those providi ng chartered status) as well as to the stude nt;
.provide in formati on on the stude nt as an in dividual as a means of en abli ng the
institution, or others acting on its behalf, to analyse and aggregate student data for planning and develop ing its future programmes, recruitme nt activities and the facilities and services required to support future stude nts.
Where and how should student records be stored?
The n ature of stude nt records and the pers onal in formati on they contain dema nds that they should be stored in facilities and equipment (
‘ hard copy ' records) or electronic s
(digital records) which are, above all, secure and accessible only to authorized staff whose work requires them to have access. In additi on, the facilities and equipme nt should provide:
.adequate space for all the records which n eed to be produced and reta in ed; .appropriate en vir onmen tal con diti ons for the record media used.
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