Keeping the Academy register

2956 · Registrar’s instruction

The register connects instruction to the authority that follows it. The bound series and its electronic index must be able to tell the same history without erasing an earlier error.

Separate entries

Record attendance against the course, examination against the panel and commission against the appointing office. An offer of a post is not an entry of acceptance.

Correction

Date and initial a correction, retain the prior reading and link the reason. Suspend certification of a disputed entry while the bound record and electronic index are compared.

Public extracts

State the scope and issue date of an extract. Do not label a selection of postings as the whole graduate roll. Withhold personal assessment details without hiding the existence of the relevant record series.

Reader enquiries

Cite the record reference and the passage in question. Enquiries about private files require the responsible office’s review; browsing this catalogue does not grant access to those files.