Student records and management
Details of Student Record System
Comprehensive student files are maintained by the Registrar for all students during their time at College. Files are comprised of forms relating to the student’s participation at College (e.g. application form, pastoral reference, records of interviews and academic transcripts).
Student files are stored in both hard copy and electronic form.
Electronic Files are stored on the CollegeWorx Student Portal database and relevant documents uploaded there. These are backed-up regularly by the Technology Services Department:
- Each night, weekly and monthly
- Offsite monthly (on the network server at the other campus)
- Hard copy files are stored on location at Hillsong College Head office in secure filing cabinets and non-current student files are archived at the College’s archive storage facility.
Procedures
All Student Campus Files are to be stored in a secured & accessible location onsite to adhere to privacy requirements.
Access to Student Records
Access to these files remain confidential and are accessible by defined personnel according to College procedures and privacy legislation. The only people who have access, on a need to know basis, to student files are:
- Executive Vice President
- Academic Dean
- Executive Dean
- Business Manager
- College Counsellors
- Registrar
Students may give written consent for someone other than the staff listed above to have access to their files.
Students who want access to their student file, request access in writing if they wish to access their file. Checks as to the identity of the student will be carried out and file contents will be forwarded to the student.
Archiving Policy
All student results (electronic version) are stored for a period of 30 years. Other documents are stored for up to seven (7) years.
From the 1st June 2025, as per new legislation, student results obtained after 1st January 2015 will be stored for a period of 7 years and prior to this date (1st January 2015) Â records are retained for the period up to our initial registration in the year 2000. Between 2000 to 2015 student results will only be retained for a period of 30 years.