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Chris Roberts
Evidencing Starts
Created
None
Good morning
Can anyone help clear up the rules around subbies submitting starts? A subcontractor we manage does paper based enrolments and they normally post the paperwork to us. However to speed up the process we would like them to use a drop box system instead.
The rules state that they must be the originals, but would a scanned document through a drop box system class as an original?
19. Institutions must ensure they are fully compliant with the requirements in the
General Data Protection Regulation (GDPR) in all parts of their student record systems
including all individual records kept for funding audit assurance purposes.
20. In all circumstances, the institution must retain original documents including, for
example, attendance records, enrolment records and learning agreements. In
considering how long these documents should be retained, all documentation that
underpins funding claims or returns must be treated as financial and legal records.
Methods and decisions relating to retention must be consistent with the institution’s usual
rules and methods for financial record retention.
21. Under no circumstances must these documents be retained by subcontractors or
at subcontractor premises.
Regards
0
Replies
No one has replied to this post.
Steve Hewitt
If it's a timing thing, then scanning and sending electronically (in a secure format of course) to get them on the system and *then* posting them to you, so you've got the hard copy originals to file, would be pretty usual?
Chris Roberts
Evidencing Starts
Created
Good morning
Can anyone help clear up the rules around subbies submitting starts? A subcontractor we manage does paper based enrolments and they normally post the paperwork to us. However to speed up the process we would like them to use a drop box system instead.
The rules state that they must be the originals, but would a scanned document through a drop box system class as an original?
19. Institutions must ensure they are fully compliant with the requirements in the
General Data Protection Regulation (GDPR) in all parts of their student record systems
including all individual records kept for funding audit assurance purposes.
20. In all circumstances, the institution must retain original documents including, for
example, attendance records, enrolment records and learning agreements. In
considering how long these documents should be retained, all documentation that
underpins funding claims or returns must be treated as financial and legal records.
Methods and decisions relating to retention must be consistent with the institution’s usual
rules and methods for financial record retention.
21. Under no circumstances must these documents be retained by subcontractors or
at subcontractor premises.
Regards