Registering student records
Completed student forms should be forwarded to RAMS, RmC40, Seddon building 82G for scanning and registration.
Emails relating to student enrolment, advice or progress should be forwarded or carbon copied to RAMS at
recordsmanagement@uq.edu.au
Please ensure that your email subject header contains a meaningful title and the student number
(SI-net).
Student Document Naming Conventions
Adopting standard naming conventions for student records managed in TRIM will improve records management at the University by:
- Maintaining consistency;
- Improving search and retrieval; and,
- Allowing faster identification of documents;
The title of a document should capture the purpose of the document. Where possible it should include:
- Succinct phrase that defines the subject
- Outcomes (approved?)
- Course or program specifics
- Year, semester or date (dd/mm/yyyy)
Hyphens
Hyphens are mainly used as separators. When using as a separator a single space must be placed either side of a hyphen (e.g., Credit application – Approved).
Acronyms & Abbreviations
As document titles are contained within a student file and not searched globally staff can have the freedom to use common acronyms and abbreviations provided the description remains meaningful.
Emails (Subject Header)
If Emails are sent for registration please include the student’s unique ID number in the subject header. Email abbreviations like FW, RE and FYI should be removed.
Examples:
Withdrawal without academic penalty – Semester 1, 2011 - Approved - ENVM2101
Study plan - Unapproved - Semester 2, 2013
Credit application – Approved – MED1100, MED12006
Deferred exam application – Semester 2, 2012 – MICR3001, DEVB3001
Show cause application – Semester 1, 2012 – Lodged
Show cause application – Semester 1, 2012 – Approved
Offer of RHD Scholarship – 14/12/2012
Student academic records/transcripts
Current or past students seeking an academic transcript or academic record, should apply online via the
Transcript requests page in myAdvisor. Requests for information relating to Junior and Senior Examination results can also be made via this website;
and requests for verification of academic qualifications can be made
online.
Records and Archives Management Services create and maintain student files. Student files contain information which relates to students during their time of enrolment with the University of Queensland.
RAMS has student files in both physical (paper) and electronic (WebDrawer) formats. If access is required to a student file or WebDrawer, please contact Evan Williams on extension 52312 or by email at
evan.williams@uq.edu.auNot all students have files. Files are created for students who have documentation which relates to their enrolment, such as:
- credit transfer requests and supporting academic records from other institutions;
- applications from international students who make direct applications for admission supported by documentation of previous academic achievement and visa details; and
- research postgraduate students.
While it is recognised that faculties and schools hold material which relates to students, it must be recognised that this material may be needed for requests under Right to Information.
Destruction of student related records
Please call the Team Leader, Records and Archives Management Services, Rhys Edwards on extension 53361 or by email at
r.edwards4@uq.edu.au if you wish to clarify any aspect of the disposal of student related records.