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How long are essays and other submitted works kept by the university?

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Dear Edge Hill University,

Could you please provide me with details on the data retention policy of the university in regards to old essays and multimedia works submitted by students? Are they recycled/deleted when a student receives their degree? I'm specifically interested in works that have been submitted on DVD, such as video or music works, as well as electronically submitted essays.

Yours faithfully,

Brian Jones

foi, Edge Hill University

Dear Brian Jones

Acknowledgement of request for information Ref: FOI161714370

Thank you for your recent correspondence requesting information relating to Edge Hill University. Your request was received in our offices 24th February, 2017 and is being processed in accordance with the Freedom of Information Act 2000. Under the Act, the University is required to provide you with a response within 20 working days. I will write to you in response to your request for information no later than 24th March, 2017.

The Freedom of Information Act includes a number of exemptions to releasing information. Some of these are qualified exemptions which require us to consider whether it is in the public interest to disclose or withhold the information. In these circumstances we may need more time to consider your request, and if this is the case I will write to you by the date above to inform you of when you can expect to receive a response.

If you have any queries regarding this request please do not hesitate to contact me, quoting the above reference number in all future correspondence.

Kind Regards
Lisa Cobain

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foi, Edge Hill University

Dear Brian Jones

Response to Request for Information: FOI161714370

Thank you for your email requesting information relating to activities at Edge Hill University, this request has been handled under the Freedom of Information Act 2000. In response to your request please find response details below:

Students’ Academic Work

a)Undergraduate Coursework (including projects & reports, all years) Nil - handed back to student after marking (unless Note 1 or 2 applies).
b)Postgraduate Taught Coursework (including projects & reports, dissertations, all years) Nil - handed back to student after marking (unless Note 1 or 2 applies).
(c)Research Theses - Maximum of 2 copies retained indefinitely (unless Note 1 or 2 applies).

NOTES:
1.Samples of coursework, dissertations, theses etc. should be retained in department for external audit requirements. Retention for this purpose is, therefore, determined by the date of any forthcoming audit.
2.Samples of coursework, dissertations, theses etc. may be retained indefinitely in department as exemplars only with the consent of the author. Supervisors wishing to retain copies of Research Theses must also seek the consent of the author.

There is no specific policy in place relative to the format of the submission of the assessment (e.g. electronic, DVD etc.).

We trust that this information fully answers your request however if you are dissatisfied with the handling of your request, you have the right to ask for an internal review, quoting the above reference number in all communications. Internal review requests should be submitted within two months of the date of receipt of the response to your original letter and should be addressed to: Dr C Hutchinson-Howorth, Director of Strategic Planning at the University.

If you are not content with the outcome of your review you may apply directly to the Information Commissioner requesting he review our decision. You must submit your complaint in writing to the Commissioner within six months of receiving the response to review letter. The Information Commissioner can be contacted at: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Kind Regards
Lisa Cobain

Freedom of Information Office
Edge Hill University
St Helens Road
Ormskirk L39 4QP

Email: [Edge Hill University request email]
DDI: 01695 650791

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