Records and Archives
TRIM naming convention for student files (undergraduate and coursework)
The naming conventions in this document should be used when registering undergraduate and coursework student documents to TRIM. Titling documents using these conventions assists when searches are run, and is crucial when determining the retention of the individual Student files.
Some general rules:
§ Student names should be entered in the following format: LASTNAME First Name i.e. SMITH John
§ When entering course codes, they should be entered with a leading ‘C’ i.e. C4337, as this helps distinguish them between other numbers and years.
§ There is no need to enter the students ID as this is already located at the file level.
§ Abbreviations should only be used when they follow the full spelling of the title unless they are listed in the naming convention scheme.
§ The document date should be entered in the date created field on the registration screen, not in the title of the document.
§ Remove all underscores from your titles and do not use symbols other than dashes, as some symbols can interfere when searching. Please ensure you have a space between dashes and words.
§ If you require any additions or alterations to the naming conventions, please email the TRIM service desk
Academic Progress
Appeal submission from student - Dean / ü / Academic Progress - Dean’s Submission - Name of Student - Year / Restrict access to documents if required
Appeal submission from student - Exclusion Appeals Committee / ü / Academic Progress - Exclusion Appeals Committee Submission - Name of Student - Year / Restrict access to documents if required
Early warning letter / ü / Academic Progress Warning Letter – Name of Student - Year
Mid year intervention letter / ü / Academic Progress Mid Year Intervention letter - Name of Student -Year
Notification of appeal outcome - Dean / ü / Academic Progress - Dean’s Appeals Outcome Notification - Name of Student -Year
Notification of appeal outcome - Exclusion Appeals Committee / ü / Academic Progress - Exclusion Appeals Committee Outcome Notification - Name of Student - Year
Notification of hearing details / ü / Academic Progress Hearing Notification – Name of Student -Year
Notification of outcome / ü / Academic Progress Committee hearing - Outcome Notification – Name of Student - Year
Notification of Referral / ü / Academic Progress Notice of Referral and Hearing – Name of Student - Year
ESOS exclusion / ü / Enrolment – ESOS – Exclusion – Name of Student -Year
Submission from student / ü / Academic Progress Submission – Name of Student -Year / Open to staff involved in the Academic progress review / Security must be changed on registration of this type of document.
Admission / Application documents in Callista will be transferred to Trim at census date for enrolled students.
Applications for admission (enrolled students only) / ü / Admission Application to Course code - Name of Student - Year
Applications for admission International Students (enrolled students only) / Admission Application - IRS International Student - Name of Student - Course code – Year / IRS applications from 2009 onwards are not on the student file. They are stored in Student Files – Clayton and will be scanned upon request.
Applications for admission unsuccessful / X
Application for admission (cross institutional study (non-Monash students)) / ü / Admission Application - to Course code - Name of Student - Year
Application for internal course transfer / ü / Internal course transfer application to Course code - Name of Student – Year
Notification of internal course transfer / Internal course transfer decision to Course code – Name of Student - Year
Acceptance of internal course transfer / ü / Internal course transfer Acceptance of offer – Course code – Name of student - Year
Application for single unit study / ü / Admission Application – Single Unit Study - Name of Student - Year
Offer of Commonwealth Support Place CSP / ü / Admission – Offer of CSP - Course code – Name of student - Year
Acceptance of Commonwealth Support Place CSP / ü / Admission – Acceptance of CSP – Course code – Name of student - Year
CVs & References (enrolled students only) / ü / Admission Application – CV and References – Name of Student - Year
Honours applications (enrolled students only) / ü / Honours Application – Course code - Name of Student - Year
Acceptance of Offer / ü / Admission – Acceptance of offer – Course code – Name of Student - Year
Letter of offer / ü / Admission – Letter of offer – Course code – Name of student - Year
Special Admissions (enrolled students only) / ü / Admission Application – Course code - Name of Student – Year
Assessment
Assignment extensions / ü / Assessment - Assignment extension - Name of Student – Course code - Year
Assignment Re-marks / ü / Assessment – Re-mark - Name of Student – Course code - Year
Post BOE Result Amendment Form / X / Assessment – Result Amendment - Name of Student – Course code - Year / BOE documents should be retained with committee papers and only copies uploaded to TRIM if required.
Complementary study results / ü / Assessment – Complementary Study Results – Name of Student - Year
Campus Transfers
Campus transfer application / ü / Campus transfer Application - Name of Student - Year – Campus
Campus Transfer Decision / ü / Campus Transfer Decision - Name of Student - Year – Campus
Congratulatory letters
Congratulatory Letters / ü / Congratulations – Reason for Congratulations – Name of Student – Year – Course Code
Consultation with student
Correspondence / ü / [Type of correspondence] – Name of Student - Year
See notes** / **No need to type the word ‘correspondence’ only the subject that the correspondence relates to.
Course advice / ü / Consultation – Course Advice – Name of Student -Year
Course Map advice / ü / Consultation – Course Map - Name of Student –Year
Course completion
Course completion letter / ü / Course completion – Name of Student – Course code - Year
WES course completion requests / ü / WES course completion request - Name of Student – Course code -Year / To be used only when form is not received electronically
Course progression
Near Pass Application / ü / Near Pass Application – Name of Student – Course code -Year / Near Pass has been abolished. To allow for backlogs, this titling will be removed in 2011
Near Pass NP Last Unit to Complete / ü / Near Pass Last Unit to Complete - Name of Student – Course code - Year / Near Pass has been abolished. To allow for backlogs, this titling will be removed in 2011
Change of Course Version / ü / Course Version Change – Name of Student – Course code - Year
NAS (Non Assessed) Grade / ü / NAS (Non Assessed) Grade – Name of Student – Course Code - Year
WES course completion requests / ü / WES course completion request - Name of Student – Course code -Year / To be used only when form is not received electronically
Credit / Recognition of Prior Learning (RPL)
Student Credit Acceptance Form / ü / Credit Acceptance – Name of Student - Year
Application for Credit (previously Advanced Standing) / ü / Credit Application – Name of Student - Year
Application to have credit revoked / ü / Credit Cancellation – Name of Student - Year
Award of Credit / ü / Credit Decision - Name of Student - Year
Deferment
Application to defer / ü / Deferment Application – Name of Student – Course code - Year
Cancellation of Deferral / ü / Deferment Cancellation - Name of Student - Course code - Year
Deferment decision / Deferment Decision - Name of Student –Course code - Year
Early return from Deferment / ü / Deferment early return - Name of Student - Course code -Year
Disputes
ATO Disputes / ü / ATO disputes – Name of Student - Course code - Year
Commonwealth Assistance Notice Disputes / ü / Commonwealth Assistance Notice Disputes – Name of Student – Course code – Year
Enrolment/Fee Disputes / ü / Enrolment/Fee Disputes - Name of Student - Course code - Year
Enrolment/Reenrolment
Application for complementary study at another institution / ü / Enrolment - Complementary study - Name of Student - Course code - Year
Application for withdrawn incomplete grade / ü / Withdrawn incomplete application from Course code - Name of Student – Year
Decision of withdrawn incomplete grade / ü / Withdrawn incomplete decision from Course Code – Name of Student - Year
Authorisation for proxy enrolment / ü / Enrolment Proxy Authorisation – Name of Student
Confirmation of Enrolment / ü / Enrolment Confirmation – Name of Student - Year / To be used only when form is not received electronically
Disputes / ü / Enrolment/Fee dispute - Name of Student - Year – Course code
Enrolment and Reenrolment / ü / Enrolment - Name of Student - Year – Course code
Enrolment amendment forms / ü / Enrolment Amendment – Name of Student - Year – Course code
ESOS early completion enrolments / ü / Enrolment - ESOS - Early Completion - Name of Student
ESOS Course Duration Warning / ü / Enrolment – ESOS – Course Duration Warning – Name of Student - Year
ESOS Course Duration Breach / ü / Enrolment – ESOS – Course Duration Breach – Name of Student - Year
ESOS Percentage by DE/Online study Warning / ü / Enrolment – ESOS – Percentage by DE/Online study Warning – Name of Student – Year
ESOS Percentage by DE/Online study Breach / ü / Enrolment – ESOS - Percentage by DE/Online study Breach – Name of Student – Year
ESOS DE/Online study only Warning / ü / Enrolment – ESOS - DE/Online study only Warning – Name of Student - Year
ESOS DEEWR request / ü / Enrolment – ESOS – DEEWR request – Name of Student – Year
ESOS Discontinuation / ü / Enrolment – ESOS – Discontinuation - Name of Student – Year
ESOS Fee Invalidation / ü / Enrolment - ESOS - Fee Invalidation - Name of Student – Year
ESOS Intermission / ü / Enrolment – ESOS – Intermission - Name of Student – Year
ESOS MC Non-Attend / ü / Enrolment – ESOS - Non Attend – Name of Student – Year
ESOS Suspension of studies -Discipline / ü / Enrolment – ESOS – Suspension - Discipline – Name of Student - Year
Late re-enrolment application / ü / Enrolment - Late Application – Name of Student – Year
Special Prescription / ü / Enrolment – Special Prescription - Name of Student – unit code – Year
Examination and Assessment
Examination cancellation request / ü / Examination – Cancellation - Name of Student - Course code - Year
Supplementary Examination / ü / Supplementary Examination – Name of Student - Course Code - Year
Supplementary Assessment / ü / Supplementary Assessment – Name of Student – Course code -Year
Faculty Requests
Faculty requests for Action / ü / Faculty requests for Action – {Action Requested} – Name of Student - Year
Fees
Application to transfer unit from CSP to Full Fee / ü / Fees - Application to transfer unit from CSP to Full Fee - Name of Student – Course code - Year
Bridging for Overseas-Trained Professionals Loan Scheme (BOTPLS) assessment statement / ü / Fees – BOTPLS assessment statement - Name of Student - Year
Bridging for Overseas-Trained Professionals Loan Scheme (BOTPLS) non approval / ü / Fees – BOTPLS non approval - Name of Student – Year
Change of Fee Status / ü / Fees - Change of Fee Status – Name of Student – Course code - Year
Payment to Fees / ü / Fees - Payment to fees letter – Name of Student – Semester - Year
Request to change from FEE-HELP to Full Fee / ü / Fees – Request to change from FEE-HELP to Full Fee - Name of Student – Course code - Year
Special arrangements / ü / Fees – Special Arrangements – Name of Student – Course code -Year
Transitional CSP request / ü / Fees – Transitional CSP request – Name of Student - Year
Transitional CSP non approval / ü / Fees – Transitional CSP non approval – Name of Student - Year
Variation / ü / Fees – Variation – Name of Student - Course code - Year
Fees – Sponsorship
Correspondence / ü / Fees – Sponsorship – Correspondence – Name of Student
Reconciliation / ü / Fees – Sponsorship – Reconciliation – Name of Student
Intermission
Application for intermission / ü / Intermission Application – Name of Student - Year - Course code
Decision regarding intermission / ü / Intermission decision - Name of Student - Year - Course code
Early return from Intermission / ü / Early return form Intermission request - Name of Student - Year - Course code
Invalidations
No HECS-HELP / ü / Invalidation – No HECS-HELP form - Name of Student – Course code - Year
Non provision of Tax File Number / ü / Invalidation – Non provision of TFN – Name of Student – Course code - Year
Non payment of upfront Student Contribution Scheme (SCA) / ü / Invalidation – Non payment of upfront SCA - Name of Student – Course code - Year
Load
Underload/Overload application / ü / Load – Underload Application – Name of Student - Course code - Year
Load – Overload Application – Name of Student - Course code - Year
Underload/Overload approval / ü / Load – Underload Decision – Name of Student – Course code - Year
Load – Overload Decision – Name of Student - Year - Course code
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