Academic records before the digital age

In 1883, the first year of teaching at Auckland University College, the number of students enrolled was small, with only 95 students attending lectures.¹  Student enrolments and academic progress were recorded in a register. This type of register was used until 1927.

Lecturers also kept their own records of student attendance and performance.

Professor Algernon Phillips Withiel Thomas, one of the four original professors at Auckland University College, kept this lecture roll to record attendance at lectures and laboratories for Geology, Agricultural Science, Botany, General Biology and Zoology.

By 1927, student numbers had increased to 1455² and the register system proved insufficient. The registers were replaced by a card system. The same card template was used for every student regardless of which faculty they were enrolled in.

In the 1950s colour-coded cards were introduced, with different colours for each faculty. Cards were customised to the requirements of the faculties, with subjects printed onto the cards for specialised degrees such as architecture, law, engineering and commerce. Arts and science degrees were printed with [stage] I, II and III and the specific subjects were handwritten or typed into the space available. A student enrolled in two degrees would have a card for each.

By 1967, the student roll had increased to 6800 and the card system needed to be more efficient. When an Academic Certificate was required, or when a student transferred to another university, the information from the record cards had to be manually entered onto a new card, checked, and signed by the Deputy Registrar (Academic). This involved a lot of checking and typing and was prone to error. A new academic record card was introduced, in which all courses were shown on the same card in chronological order. The card could be folded, with one side showing the information necessary for an Academic Certificate or Transfer of Records. This side could be photographed or otherwise reproduced without any additional typing or checking. The other side of the card contained information specific to the University such as subjects not credited and remarks. At this time, marks were eliminated from the academic record and only grades were recorded.³

This type of card remained in use until the late 1980s, with only minor changes to the layout and content. Computer systems were now taking over with huge increases in efficiency. Student record systems used by the University of Auckland include nDeva and the current system, PeopleSoft CS [Campus Solutions] 9.

To mark International Archives Week 3-9 June 2024, there will be a display of academic records outside Special Collections: Level G, Te Herenga Mātauranga Whānui | General Library running from 1-7 June 2024. International Archives Week commemorates the day the International Council on Archives (ICA) was created in 1948.

1 Sinclair, Keith, and Trudie McNaughton. A History of the University of Auckland, 1883-1983. Auckland: Auckland University Press, 1983. p.32

2 Auckland University College Council minute book, 1929-1931 [UoA 001/9]. pp. 8-9

3 The University of Auckland Senate minute book, 1967 volume 1 [UoA 005/14]. pp. 340-343