PROCEDURES FOR DOCUMENT HANDLING/ RECORD KEEPING
In line with its Data protection policy UK Home Learning College (UKHLC) ensures that all the student and staff data/records are accurate, up-to-date and secured. UKHLC’s administration keeps copies of all relevant student and staff documents and file them appropriately for ease of retrieval when ever required internally or externally. Due to the nature of its operations UKHLC deals with student/staff records in hardy copies as well as electronically.
The following sections detail particular aspects of record keeping procedures:
Staff and Student (Hard copy) Records
Each member of Staff has a paper file dedicated to them which will include all pertinent personal details, copies of documents and correspondence with the College and outside agencies. T
Attending students on few courses (i.e. Security Industry Authority (SIA), International students, etc) also have a physical file containing their proof of identity, proof of address, correspondence with UKBA and awarding organisations, etc.
These files are also kept secured and locked, under the direct supervision of the Director. Any additions or amendments to the files are under his direct supervision.
Staff and Student (Electronic) Records
UKHLC maintains an electronic database of all the students and staff which is saved electronically in a secure cloud location to ensure the security and integrity of data. Any additions or amendments to the database are made by the director or authorised members of staff.
Details of all training delegates and online/distance learning students are also saved in the secured cloud location. Each student has a personal e-folder containing their personal and course information. Any additions or amendments to the student folders are made by the director or authorised members of staff.
Handling of Original Documents
Where original documents are presented, admin officer inspects each document for any signs of forgery. Once satisfied with the document a copy is made and added to the student/staff physical folder OR scanned and added to the student/staff electronic folder.
In the case of international delegates all original documents are checked for forgery, verified with the issuer (where possible), copied/scanned, stamped with Qualified Ltd’s authorising stamp and signed by the verifier, before adding to the person’s file.
UKHLC aims to return the original documents on the same day. However, if the documents can’t be returned on the same day, they are kept in a secure cabinet by the Director or an authorised member of staff, until they are returned to the owner.
Exam/Assessment Materials and Certificates
UKHLC takes special measures to ensure that any assessment material (exam papers, assignments, etc) are kept in a secured environment till they are processed and passed on the relevant recipients.
All examination materials (hard copy) are kept in a secured cabinet; only accessible by the director or authorised members of staff before and after the exams. Once the exam is completed all the scripts are sent to the markers/awarding organisations within 24 hours of the exam or on the following Monday, if the exam finished on a Friday.
All the student submissions (assignments) are kept in a secured cabinet; only accessible by the director or authorised members of staff until they are forwarded to the tutors/assessors/ IVs, EVs or awarding organisations.
All student transcripts and certificates are kept in a secured cabinet; only accessible by the director or authorised members of staff until they are issued to the students. UKHLC keeps a copy of student certificate and take a receipt from the student, if the certificate is collected in person. If the student has requested for a postal delivery of the certificate, the certificate is dispatched through recorded delivery.