Introduction

Student Administration is responsible for the collection and maintenance of all records relating to the admission and enrolment of students and is committed to ensuring the security and confidentiality of those records. Personal information will not be released to a third party (other than an ACU staff member acting within the course of their duties) unless authorized by the student or required by law.

Definitions

The following definitions apply in this statement:

1. "Student records": All information, transactions or correspondence relating to any applicant, prospective student, enrolled student or graduate of the University which is recorded on any medium (eg electronic, computer, paper, hard copy files, microfiche).
   
   
2. "Computer records": Machine readable records containing personal information, enrolment information, academic results and qualifications from either Australian Catholic University or any other institution and other records pertaining to students' enrolled status.
   
   
3. "Authorised officer": Any University staff member authorised either by direct delegation from the Executive Director University Services, or by virtue of appointment to a particular role in the University. Authorization to access student records is limited to authority to access that data necessary for the staff member to perform their official university duties.
   
   

Information collected

Student Administration collects a range of personal information directly from prospective students and students as part of its application, admission, enrolment, examination and graduation processes. This information is collected through a number of forms (paper and/or electronic) specific to the process in question and can include data such as:

Personal information, eg name, title, date of birth, address and contact details, gender, next of kin, citizenship and residence status, country of origin, languages spoken, medical status, disability status, financial status (fee-paying, HECS, PELS), tax file number

Academic information, eg academic qualifications (including secondary and tertiary education, training and development programs completed) and place/s at which they were obtained, employment history, referee reports, academic status (at ACU and elsewhere), course and subjects undertaken, results gained, credit granted for prior study, scholarships and prizes awarded.

Statistical information (required for reporting to government), eg highest level of qualification, citizenship, country of origin, whether they are of Aboriginal and Torres Strait Islander descent, language (if not English) spoken at home.

Photographic images, required for their student ID photograph.

Use and disclosure of personal information

Forms collecting personal information provide a broad indication of the purposes for which the information may be used. The principal use of information collected will be to facilitate the student's academic progress within ACU (eg the ability for the University to communicate with the student, enabling academic staff to manage and conduct their classes and the assessment of student work, enabling students to borrow from the Library, maintenance of records of students' academic progress, reporting results/completion of course requirements to other tertiary educational institutions to which the student has applied for admission/enrolment or to professional registration bodies).

In addition, the University is required to provide information under a variety of Commonwealth and State/Territory legislation. It also provides limited information to other statutory bodies (eg Centrelink, transport authorities) to facilitate the provision of a benefit to students.

If a student is required to provide original documents, such as certified academic records of study undertaken elsewhere or certification of change of name, the original document will be copied and placed on the student's file or a file (hard copy or electronic) annotation made to confirm that the original has been sighted. The original may then be returned to the student.

Data quality

1. Source of data: The student records maintained by Student Administration are based on inputs from the student and from relevant authorized officers, in particular those in Schools and Faculties.
   
   
2. Responsibility of student: It is the responsibility of the student to provide accurate information at the time of application and enrolment, and to keep the University advised of any changes to that information (for example, but not limited to, change of address, change of name [to be confirmed by certified documentary evidence], change of subjects being undertaken, change of financial status [eg re HECS, PELS, fee paying status]).
   
   
3. Responsibility of staff: It is the responsibility of authorized officers, to whom responsibility for making decisions regarding students' status is delegated, to ensure that such decisions are reported to Student Administration for appropriate action and recording.
   
   

Security of information collected

1. Access by authorized officers: Access to personal information contained in student records is restricted to authorized officers of the University who require access to the information in the performance of their duties. Day-to-day responsibility for maintaining security and confidentiality of student records rests with the Manager responsible for the section maintaining the record or system.
   
   
2. Secure management of student record files: Paper-based information on students will be maintained on secure student record files. These are maintained in Student Administration and other authorized officers are normally required to access those files within the Student Administration offices. Student files cannot be removed from Student Administration without the express authority of the Student Administration Manager concerned or their nominee on that particular campus. Where the authorized officer seeking access to student records is not on the campus where the records are held, an officer from Student Administration will be available for consultation regarding the contents of the file; photocopies of relevant materials from the file may be released if appropriate.
   
   
3. Release of information to academic staff for assessment/determination: Some student information (eg applicant data, applications for credit, leave of absence, deferment or course transfer, enrolment variations, withdrawals and appeals) may be forwarded to an authorized officer for assessment and return to Student Administration for action and filing.
   
   
4. Electronic/computer records: The Banner student record system is the electronic repository of all student records. Access to Banner is provided only to authorized officers who meet specific security controls which include control of the level/extent of data accessible to nominated officers. This includes control over the ability to add, delete and/or update any element in the Banner student record system.
   
   
5. Period of maintenance of student records: Computer records maintained on the official student record system are maintained permanently, as are manual/hard copy records of students academic records which existed prior to implementation of an electronic student record system.
   
   Student record files are maintained for such periods as are required by relevant legislation.
   
   
6. Student access to their records: Students (and former students or graduates) may, with reasonable notice, view their student record file within the Student Administration office and in the presence of the senior Student Administration Manager or nominee on that campus. "Reasonable notice" will vary depending on the circumstances; for example a current student could expect to be able to view their file within a 24 hour timeline; the file for a non-current record may be held in a secure, remote site and may require up to 5 working days to retrieve.
   
   Before releasing a student record file for viewing by a student, the senior Student Administration Manager will -
   
   
   1. confirm the identity of the student and ensure that the subject of the file and the student are the same person;
      
      
   2. ensure that the file does not contain any information pertaining to any other student or other person and, if so, will remove such information before release of the file for viewing by the student.
      
      

   A student may, upon request and on payment of associated costs, obtain a copy of any document contained on their student record file.

   Under no circumstances may a student remove or alter the contents of any document on their student record file. A student may draw attention to any apparent error and/or request correction of data in accordance with section 6.7 below.

   Students may obtain a copy of their academic transcript upon payment of the required fee.

   Students may obtain a printout of all data pertaining to themselves which is held on the Banner student record system upon payment of a fee equivalent to the academic transcript fee.

7. Opportunity for student to notify of any inaccurate information: If a student considers that any information held on them by the University is incorrect, they should advise Student Administration immediately of any correction that should be made. The relevant Student Administration Manager will take action as appropriate or, if necessary, refer the matter to the Academic Registrar for determination.
   
   
8. Access to personal information by Student Representative Council: The Student Representative Council (SRC) will be provided with data containing students' names, courses and mode of study, subject to the proviso that -
   1. the SRC is recognized by Senate; and
      
      
   2. the SRC Executive provides a written undertaking to use the data for SRC purposes only, to provide adequate security for data, and acknowledges that misuse of data is a breach of the Student Code of Conduct.
      
      
9. Other persons seeking to communicate with students: Where a person other than an authorized officer seeks to contact a student, the University will pass on the unauthorised person's details and any associated message to the student for response or action as deemed appropriate by the student.
   
   

   If an external organization wishes to communicate with the student community or particular groups of students, the Academic Registrar will make a determination as to whether and on what conditions the University is prepared to assist that organization; when a positive response is given, Student Administration will not normally provide the organization with student information but may receive and distribute the nominated materials to the relevant student group/s on behalf of the organization. If name/address labels are made available to an external organization, it will be subject to strict conditions to ensure that the privacy of students is protected.

10. Law enforcement, legal and emergency situations:
    
    
    1. Police
       The University may receive requests for information from the Police. Such requests must be in writing and oral requests (in person or via telephone) will not be acted upon. Normally any such requests will be supported by a search warrant or subpoena. Any such requests must be approved by the Executive Director, University Services or nominee.
       
       

       This procedure may be varied in cases where there is an imminent threat to life or safety; however even then reasonable attempts will be made to obtain the approval of the Executive Director before releasing information to the Police.

    2. Government departments and statutory authorities
       The University is required to provide students' personal information to certain government departments and statutory authorities and will do so only upon receipt of a formal written notice identifying the statutory provisions under which the request is made. Any such request for information should be referred to the Executive Director, University Services or nominee for determination.
       
       
    3. Legal requirements
       The University on occasions is required by subpoena or court order to provide students' personal information required as evidence in court and/or tribunal proceedings. Such subpoenas/orders should be addressed to the Executive Director, University Services, and will only be acted upon with the approval of the Executive Director or nominee.
       
       
    4. Register of incidents of release of information
       The University will maintain a register of all incidents of release of information which has occurred under Clause 6.10.
       
       
11. Information on the public record: Information which may be placed on the public record includes the names and awards of graduates, names of prize or scholarship winners and other information published in official University publications.
    
    
12. Release of information in other circumstances: In other circumstances, the University will release information to a person other than an authorized officer only with the written authorization of the student concerned.
    
    

Identifiers

1. Student ID number: Each enrolled student is assigned a student identification number (student ID) which assists to ensure that information/data pertaining to any particular student is appropriately recorded.
   
   
2. Use of ID number: As well as facilitating the maintenance of discrete and accurate student records, the student ID is used as the key identifier in a large number of circumstances including, but not limited to, identification for Library borrowing and in examinations, email addresses, class and assessment/result lists, identification outside the University in order to access certain benefits (eg travel/fare concessions, reduced rates by particular external service providers).
   
   
3. Responsibility of student: Each student is advised of their student ID number and it is the responsibility of the student to ensure the confidentiality of that information, and that it is not shared with other persons.
   
   

Anonymity

Whenever possible/appropriate, Student Administration will provide aggregate data in reports to external bodies. If it is necessary to identify individuals this will, whenever possible, be done by reference to the student ID number, and no information linking ID to other personal student details will be provided.

Transborder data flows

The University has links with other educational institutions throughout the world, often involving student exchange. Student Administration will only disclose student information to these institutions, or any other individual or organization outside Australia, with the consent of the student.

Sensitive information

Student Administration collects some sensitive information, including disabilities, racial or ethnic origin, criminal background and tax file number. Such sensitive information is only collected to satisfy legislative requirements or to meet a student's special needs (eg provision of support services or special arrangements in various circumstances).

Grievances

Any student who believes that their privacy has been breached should make a written complaint addressed to the Academic Registrar who will investigate the matter.

Contact

For further information about the Student Administration privacy policy and practices, please contact the Head, Student Records Division, Student Administration.