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13.3 Retaining records and student work

Internal assessment

Schools must retain student work used in determining results for internal assessment for QCE or for QCIA learning until the end of Term 1 of the year following a student’s exit from the school. Schools retain this evidence for QCAA quality assurance purposes and must make it available to support school judgments in determining all results reported to the QCAA. The evidence may be required if there is a request for a review or verification of results.

After this time, it is a school’s decision whether to retain students’ responses to internal assessment or return these to students. Schools must also adhere to relevant school, sector or government requirements for document retention.

When a student transfers between schools in Queensland, the original school must retain their responses for the time required. This may be until the student requests that their responses be sent to the new school, until the new school requests the student’s responses, or until the end of Term 1 of the year following a student’s exit from the school.

The student or new school should make the request for responses as soon as practicable after the transfer occurs.

For more information, see Section 3.2.3: Gathering evidence of learning, Section 8.2.1: Engaging in learning and assessment and Section 13.2.5: Enrolments and results.

VET records

The Standards for Registered Training Organisations (RTOs), Schedule 5 requires RTOs to:

  • maintain registers of all statements of attainment issued
  • retain records of statements of attainment issued for a period of 30 years
  • provide the QCAA with reports of its records of statements of attainment issued.

The schedule also applies to schools that are RTOs.

For compliance with the Australian Qualifications Framework (AQF) and state legislation, the QCAA also retains a copy of:

  • student records of schools that are RTOs
  • reports in the Student Management application.

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