The Essex website uses cookies. By continuing to browse the site you are consenting to their use. Please visit our cookie policy to find out which cookies we use and why. View cookie policy.

Working at Essex
Employee Voice survey Starting at Essex Equality, diversity and inclusion Employment policies, procedures and guidance Managing people Pay, rewards and benefits Pensions Taking leave Grading and reviews Professional development and training Recruiting staff Working flexibility Information and data UECS and Wivenhoe House staff Forums and networks
Teaching and learning
Academic standards and quality DBS checks for students Department student support roles Developing student success Exams and assessment Heads of Department Learning technologies Reading lists Staff awards and funding Student feedback Student wellbeing support and signposting Supporting students with disabilities and health conditions Supporting and welcoming new students Timetables
Research
Funding sources Making a funding application Research impact Promoting your research and research visibility Research governance Take part in research Managing an award Planning and assessment Knowledge exchange and commercialisation Research systems Repository and publishing Research management information Celebrating Excellence Awards
Our University
Brand Departments and schools Faculty support Freedom of information Governance Graduation Sustainability and biodiversity University partnerships
Services and facilities
Buildings, grounds and maintenance Crowdfunding Childcare Design, print and copy services Events, meetings and conferences Faith Centre Finance, planning and data insight Food and drink IT services Marketing and communications support Media Centre Parking Post and property services Professional Services teams Sport and recreation Strategic project delivery Student work experience and volunteering Theatre and arts on campus Travel, transport and accommodation Web support
Health, safety and wellbeing
Emergencies, security and safety Activities health and safety Equipment safety Health and safety support Fire safety Reporting health and safety incidents or concerns Risk assessment Safeguarding Work and study environments Working with physical agents Working with substances Your health and wellbeing
Online services
Email login Research Information System Research Repository Room booking form Unit4 Business World Phonebook Change your password
People and Culture
HR Organiser People Manager Develop at Essex Homepage Job vacancies
Academic
Moodle Libraries Academic departments FASER LEAP MyTutor Programme specifications Reading lists (Talis Aspire)
Info and help
Find your way campus map IT services Tableau Planning information portal Key dates Staff blog Report harassment Report a concern about student
Staff Directory Home Freedom of information Retention schedules Departmental Disability Liaison Officers retention schedule

Departmental Disability Liaison Officers retention schedule

This schedule covers records kept by staff in all departments who have the role of Departmental Disability Liaison Officer. It does not cover any other records that you keep for your main, salaried role.

Schedule coverage

All records – paper, electronic and e-mail – are covered by this schedule. Retention is based on the content of the record, not its format.

Destroying records

Confidential records should always be destroyed securely. Paper records should be shredded. Care should be taken to ensure electronic records are deleted from all areas. Please see the guidance on destruction of email.

Abbreviations

  • TofR = termination of relationship. (When the student graduates, permanently withdraws or otherwise leaves)
    CAY = Current academic year
  • A plus sign and a number shows how many years after an event a record should be kept. TofR +6 means a document is kept for 6 more years after termination of relationship.
  • JISC – Joint Information Systems Committee has a skeleton retention schedule and Business Classification Scheme which have formed the basis for the University of Essex retention schedules.

If you have any questions about this schedule please contact the Information Manager.

Description of record Retention period Reason for retention period Actions taken at the end of retention period Confidentiality Notes
Notifications of disability from Student Support (SS) CAY JISC FAM 4.13 Original notification kept in Student Support and new notifications issued annually. Confidential - sensitive personal data  
Notes of DDLO meetings None JISC FAM 4.13 Destroy. Master copies kept in Student Support    
Papers, e-mails, notes of phone calls and meetings relating to discussion of student case TofR + 6 JISC FAM 4.13
Limitation Act 1980		 Destroy. Confidential - sensitive personal data E-mails arranging meetings can be destroyed at once.
Papers, e-mails, notes of phone calls and meetings with the student TofR + 6 JISC FAM 4.13
Limitation Act 1980		 Destroy Confidential - sensitive personal data  
General e-mails from SS CAY JISC, SS advice Destroy General information  

Valid from: March 2009
Due for review: February 2012
Agreed by: Records Manager, Senior Disability Advisers, DDLOs

Arrow symbol
Contact us
Freedom of Information Team Information is available on request.

  • University of Essex
  • Wivenhoe Park
  • Colchester CO4 3SQ

 

CONNECT WITH US
© 2024 University of Essex. All rights reserved