FILES AND ARCHIVE POLICY

The Academic Office is responsible for maintaining the official file for each University approved course and undergraduate Honours subject.  The file is archived in the Academic Office  when the programme has been discontinued and no students remain registered.  Files are retained for a period of 20 years after the last cohort of students has completed their studies.  The file includes the original outline proposal, final document, revisions, and Academic Office correspondence.  Sample files are subsequently retained in the University archive.

Routine correspondence is removed following successful validation and before archiving.  

Students on University of Ulster validated courses in partner institutions are students of the recognised institution, not the University.  The University does not retain archived files for such courses.

Procedures for requesting information from Current File or Archive

This service is not available for students of external institutions who should consult the institution where they studied.  

Staff may have access in person to the file held in the Academic Office.  A small amount of photocopying may be carried out through the Office.

All students receive programme information during their studies and on successful completion an award parchment and a transcript summarising their academic record.  Students are advised in their Course/Subject handbook that it is their responsibility to retain information about their studies.  

Syllabus information from files is only accessible for the last 25 years. Requests for course information from former students must be made on the Syllabus Request Form.  There is a fee for each successful search request (£60.00).  

Requests for transcripts of academic record only should be directed to either the Coleraine or the Jordanstown Examinations Office.  (Duplicate transcripts and replacement parchments are available under procedures maintained by the Examinations Office.)

If you have any comments on these webpages, please send them to:
academicoffice@ulster.ac.uk
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