计算机科学与技术专业 外文翻译 外文文献 英文文献 记录文档格式.docx

计算机科学与技术专业 外文翻译 外文文献 英文文献 记录文档格式.docx

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Introduction

Thecreationandmaintenanceofrecordsrelatingtothestudentsofaninstitutionareessentialto:

.managingtherelationshipbetweentheinstitutionandthestudent;

.providingsupportandotherservicesandfacilitiestothestudent;

.controllingthestudent’sacademicprogressandmeasuringtheirachievement,bothattheinstitutionandsubsequently;

.providingsupporttothestudentaftertheyleavetheinstitution.

Inaddition,studentrecordscontaindatawhichtheinstitutioncanaggregateandanalysetoinformfuturestrategy,planningandserviceprovision.

ThenumberofstudentsinHEIshasincreasedrapidlyinthelasttwentyyears.Aninstitution’srelationshipwithanindividualstudenthasalsobecomeincreasinglycomplexbecauseoftherangeofsupportservicesinstitutionsnowprovidetostudentsandlifelonglearninginitiatives.Consequently,thevolumeandcomplexityofstudentrecordshavealsoincreased,ashavetheresourcesrequiredtocreate,maintain,use,retainanddisposeofthem,irrespectiveoftheformatinwhichtheyarekept.EnsuringthatthepersonaldatacontainedinstudentrecordsiscontrolledandmanagedinlinewiththeprinciplesoftheDataProtectionAct1998createsanadditionalcomplication.

Institutionsshould,therefore,establishapolicyonmanagingstudentrecordstoensurethattheyarehandledconsistentlyandeffectivelywherevertheyareheldandwhoeverholdsthem.Thispolicyshouldensurethat:

.recordsrelatingtoanindividualstudentarecomplete,accurateanduptodate;

.duplicationofstudentdataisdeliberateratherthanuncontrolledandkepttotheminimumneededtosupporteffectiveadministration;

.recordsareheldandstoredsecurelytopreventunauthorisedaccesstothem;

.recordsrelatingtotheacademicaspectsofthestudent’srelationshipwiththeinstitutionareclearlysegregatedfromthosedealingwithfinancial,disciplinary,social,supportandcontractualaspectsofthatrelationship.Thiswillenabledifferentialretentionperiodstobeappliedtoeachofthesetomeetbusinessandregulatoryrequirements.

Whatarestudentrecords?

Recordsaredocumentsorotheritemswhich:

.containrecordedinformation;

.areproducedorreceivedintheinitiation,conductorcompletionofanactivity;

.areretainedasevidenceofthatactivity,orbecausetheyhaveotherinformationalvalue.

Therecordedinformationmaybeinanyform（e.g.text,image,sound）andtherecordsmaybeinanymediumorformat.

Studentrecords–recordsassociatedwithmanagingtherelationshipbetweenaninstitutionanditsstudents–canbeorganisedintothreebroadcategories,eachofwhichmaybeadditionallydivided:

1.Recordsdocumentingthecontractualrelationshipbetweenthestudentandtheinstitution

e.g.recordsdocumentingadmissionandenrolment,paymentoftuitionfees,non-academicdisciplinaryproceedings.

2.Recordsdocumentingthestudentasalearner

e.g.recordsdocumentingprogrammesundertaken,academicprogressandperformance,awards.

3.Recordsdocumentingthestudentasanindividualandconsumerofservicesprovidedbytheinstitution

e.g.recordsdocumentinguseofaccommodationservices,counselingservices,libraryandITsupportservices,careersandemploymentservices.

Mostrecordsincategories1and3havespecificretentionperiodstriggeredbytheformalendofastudent’sdirectrelationshipwithaninstitution,althoughtheinformationtheycontainmaybeaggregatedandanalyzedtoprovidedatarequestedbythirdparties1ortosupporttheinstitution’splanninganddevelopmentactivities.Aninstitutionwillneedtoretainsomeoftherecordsincategory2toprovideconfirmatoryinformationtopotentialemployers,professionalbodiesandassociations,andtobodieswhichregulateentrytomedicalandotherprofessionsandwhichassessandmaintainevidenceoffitnesstopracticeinthoseprofessions.

Whoisresponsibleformanagingstudentrecords?

HEIorganizationalstructuresvaryconsiderably.Asaresult,itisdifficulttospecifyexactlywheretheseresponsibilitiesshouldlieinanyoneinstitution.

Responsibilityformanagingstudentrecordsshouldbeclearlydefinedanddocumented.Itisimportanttodefinetheresponsibilitiesofstaffinvolvedin:

.managingtheinstitution’sgeneral,contractualrelationshipwiththestudent;

.managingtheinstitution’srelationshipwiththestudentasalearner;

.providingtechnicalandpersonalsupportservicestothestudent;

forcreating,maintaining,using,retaininganddisposingofrecordsdocumentingthoseactivitiesduringthestudent’stimeattheinstitution.

Institutionsshouldalsodesignateoneclearpointofresponsibilityformaintainingcomplete,accurateanduptodaterecordsoneverystudent,coveringallaspectso