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with the institution, and final classification. Also, a full record of course units taken and the marks for
these should be kept for at least 4 years for each student to construct student transcripts.

5. Health and Safety Management Files:

Strategy and policy documents, implementation plans, documents relating to the development of
strategy and policy, monitoring, auditing, and review processes should be kept for 50 years after
suspension.

C. Storage

1. Admissions
i. Students admitted to a program: Records are transferred to the
Registrar's Office
ii. Students not admitted to a program: Records are stored in the
admissions office and online records for 2 years. Documents are then shredded or
deleted from the file.

2. Academic Records
i. Students' files are kept in a secure filing system with limited access. Only authorized
staff should have access to student records. The Registrar has the primary responsibility for
student records.
a. Student records are stored in a cloud-based management system with limited access
b. Copies of students, records are stored in hard copy format in a secure filing system at
the University with limited access.
c. Third-party access to student records is only allowed upon consent given by
the student.
ii. Students' assessment records are kept in a secure filing system with limited access.
b. Student assessment is stored on the exam database and can be accessed by
students and faculty
c. Student assessment is stored in the Management system and can be accessed by
students, faculty, and authorized staff
d. Student assessment records may be stored in student files when printed copies are
issued.
ii. Transcripts
a. Student transcripts are stored and accessible by the Registrar's office.

3. Feedback, Complaints and other forms

Feedback forms and Complaint forms are stored in the Management system as of May 2020. Printed
copies are stored in the respective administrative filing system with limited access

4. Financial Records
All financial records and audits are filed in the finance filing system with limited access. The Finance
Committee is responsible for all financial and audited records.

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GAU SOP