Information Policy

January 2001

Contents

1. Introduction
2. The Right to Access Information and Protect Information Integrity
3. The Right to Participate in Information Policy Making
4. The Information Policy Making Process
5. Equity of Access to Information
6. Access to Financial Information
7. Information for Public Accountability
8. Community Access to the University’s Information Services and Systems
9. Privacy
10. Ownership of Information
11. Copyright
12. Ownership of Intellectual Property
13. Patents
14. Information Ethics
15. Responsibility for Information Provision and Its Timeliness
16. Responsibility for Training to Access Information
17. Accuracy of Information about Staff and Students
18. International Standard Book Numbers (ISBNs) and International Standard Serial Numbers (ISSNs)
19. Records and Archives
20. Access to Computer Systems and Networks
21. Electronic Publishing and Multimedia Production
22. University of Canberra Online 23. References

1. Introduction

1.1 This Information Policy documents the decisions made by the University about the management of its information including information which is generated by the University and information which is obtained by the University from external sources.

1.2 Information generated by the University is regarded as public information unless it falls under the provisions of relevant legislation or is specifically excluded by the Information Policy.

1.3 Information should only be made available by the University where it belongs to the University or where the University has been authorised to issue the information.

1.4 The Information Policy aims to ensure that the University's information environment promotes effective teaching, learning, research, administration and service, and that the University can provide information to develop a mutually beneficial relationship with the community, industry and government.

1.5 The policy provides for a campus information environment which supports access to and distribution of administrative information and scholarly information. The policy encourages the development of a sense of community by providing multiple channels of access to information and a variety of ways for members of the University to provide feedback to service providers.

1.6 The University's information policy is modelled on principles suggested for a national information policy^1. and modified for the university environment. It also has as its underpinning's relevant legislation including the Privacy Act (Cth), the Copyright Act (Cth), the Freedom of Information Act (ACT) and the Crimes Act (Cth).

1.7 The policy covers all Campus Units which have as their governing authority the University Council. Campus Units include Divisions, Schools, Centres, Units and student organisations.

1.8 The University has a separate Information Technology Policy to document decisions about the management of the technologies to access and disseminate information.

2. The Right to Access Information and Protect Information Integrity

2.1 Information is a resource which is needed by the University as a corporate entity and by each member of the University community. Information is needed by academic staff to stay knowledgeable in their areas of expertise and to perform administrative functions, by students learning to be professionals and by professionals returning to the University to update their knowledge. It is also needed by administrators to make resource allocation decisions, by administrative staff and support services staff to perform their jobs and by students, student representatives and student organisations to be active participants of the University community. Information is also needed by the University to remain responsive to its environment and to provide information about the University to the community and to government.

2.2 Access to information is a basic right and a precondition to professional and personal development at the University and a precondition to the development of a sense of community within the University.

2.3 Access to information as a basic right must be qualified by other people's right to privacy and their intellectual property rights.

2.4 Misuse of the University's information, information services and information systems will result in action being undertaken by the University under its own rules or by external authorities under the appropriate legislation.

2.5 University staff and students are expected to report suspected breaches of Commonwealth or ACT laws and University regulations, policies and protocols, and any unacceptable behaviour which occurs at the University or by a person acting in his/her capacity as a member of the University. Reports should be directed to the Executive Director of the Corporate Services Division and will be treated in a confidential and responsible manner. Reports will be referred to the appropriate University authority for investigation or referred to the appropriate external agency.

The University will protect the interests of any staff member or student reporting a suspected breach in good faith and in a responsible way. (VCAC resolution 00/13/05)

3. The Right to Participate in Information Policy Making

3.1 Just as staff and students have the basic right to know what information exists and what facilities are available for its access and distribution, so too do staff, students and student representatives have the right to participate in information policy making.

3.2 The necessity of information to the work of all staff and students requires an open information policy process to ensure that the university community can participate in policy making.

3.3 The importance to the University of an effective communication process requires that special efforts are made to ensure that all members of the University are adequately consulted and represented in the information policy-making process of the University.

4. The Information Policy Making Process

4.1 The Information Policy was first developed by the University’s Information and Communication Services Committee (ICSC). The Committee had appropriate representation from all Divisions and student organisations and it consulted widely in developing the policy.

The ICSC completed its action plan and 1998 and was wound-up. Responsibility for monitoring and revising the Information Policy was transferred to the Client Services Division. In revising the Information Policy the Division consults with other Divisions and appropriate forums and with the Students’ Association and the Canberra University Postgraduate Association. Final endorsement of the Information Policy is the responsibility of the Vice-Chancellor’s Advisory Committee.

4.2 The Vice-Chancellor’s Advisory Committee, in collaboration with the Client Services Division, plays a leadership role in:

4.2.1 developing strategic plans for information services and appropriate infrastructure;

4.2.2 making general information policies for improving the accessibility of information for the University community;

4.2.3 making general information policies for improving the distribution of information for the University community;

4.2.4 providing consistency in information policy throughout the University;

4.2.5 making general information technology policies for the management of the University's information technology, its access and use;

4.2.6 encouraging all Campus Units to have a corporate view of information provision; and

4.2.7 minimising the financial costs of providing information by all levels of the University and in particular encouraging consistent standards for data and open systems.

4.3 The Vice-Chancellor’s Advisory Committee and the Client Services Division collaborates with Campus Units and other University Committees in:

4.3.1 developing plans, strategies and policies for a campus information environment which take account of the information needs of all Campus Units, the context of open systems and the Internet, and the opportunities for a balance between centralised and decentralised approaches to information, its access, generation, dissemination and management.

4.3.2 investigating the feasibility of the rationalisation of systems and facilities to reduce administrative duplication and enable simpler access by the University community;

4.3.3 establishing standards and guidelines for information technology and the collection and dissemination of information across the campus; and

4.3.4 encouraging the use of standardised formats, as appropriate, to enable easy information transfer.

5. Equity of Access to Information

5.1 The University is committed to the principle of fair and reasonable access to information in order to empower all members of the University community to fulfil their responsibilities.

5.2 The University aims to provide fair and reasonable access to information by owning and making accessible on the campus the information essential to teaching, learning, research and administration and by encouraging use of the network to satisfy other information needs.

5.3 The University endeavours to provide staff with on-campus access to the network at no charge. They may, however, be charged for the costs of the information provided across the network to them by the suppliers of electronic information, documents and databases or dial-in access.

5.4 The University provides students with on-campus access to the network up to a specified level at no charge. This ‘free’ allocation is normally adequate to satisfy the information needs of University courses. Students have the option of paying for additional access and Divisions may fund additional access to meet the needs of specific courses.

Charges are not made for:

- access to library databases; - traffic within the University; and
- traffic to the Australian National University, Australian Defence Force Academy and the Australian Catholic University (ACT campus).

Charges may apply for some information provided across the network to cover the costs of electronic information, documents and dial-in-access.

(The connection fee charged for Student Residences is designed to cover the capital costs of connections and line rental. It does not cover access costs.)

5.5 Charges for information are sustainable provided that such charges are clearly not for compulsory activities or where other free options for access do exist.

5.6 If information is compulsory to undertaking a course, in so far as failure to have access to the information would of itself result in automatic exclusion from the course or failure in the unit, then the information should be provided without charge to students.

5.7 The Commonwealth Government does not permit the University to sell items or documents which form the syllabus or specification of studies to be undertaken in a unit. Compulsory tutorial questions and other assessable material may not be sold but must be made available to students enrolled in the unit of study at no charge.

5.8 The making of books of readings for sale to students must not be done to make a profit. The Federal Court has ruled that if the purpose is to supply reading materials to students in a convenient form at minimum cost while recovering the direct and indirect costs of the process, then it is permissible.

As a guide, cost recovery relating to printing could include paper costs, operator costs and annual direct equipment costs; if the material is made available in the University bookshop, a mark-up to cover overheads such as staff salaries, insurance, telephone, packing, wrapping, lighting, heating etc. is permissible. Cost recovery of a proportion of the statutory licence fee would be permissible.

5.9 While the University aims to provide fair and reasonable access to information and the appropriate infrastructure students are also encouraged to purchase text books and equipment including personal computers and calculators to facilitate their own access to information.

6. Access to Financial Information

6.1 Financial information is corporate information and is not made public to the general community until it has been verified as a correct statement of the financial position by the Finance Committee.

6.2 The University makes its verified financial information available in its annual financial statements and accounting records in accordance with its Act.

6.3 Information which is in working document form and has not been verified by the Finance Committee may be misleading information. Efforts should be made to ensure that all financial information provided by the University has been verified as a correct statement of the financial position at a given period of time.

6.4 Internal financial working documents are subject to exemption from disclosure by budget managers on the grounds that the information may not be complete and correct until verified and signed off by the University.

6.5 Commercial-in-confidence information is also subject to exemption from disclosure.

6.6 Where there is a need for University staff to access and use financial information in working documents, they are required to obtain authorisation from the data custodian. Access will then be provided by the database administrator. Prior to being issued with the necessary user codes, staff members are required to sign an acknowledgment of their responsibility with regard to confidentiality.

6.7 The budget of the University is published annually and made available to the University community.

7. Information for Public Accountability

7.1 The University is bound by the requirements of Australian Capital Territory Freedom of Information Act 1989 (FOI). The University’s normal practice is to respond to information requests on demand. The use of FOI procedures is seen as a last resort.

7.2 The Act gives persons the general right, subject to specified exceptions, to access the information held by the departments and authorities of the ACT. The University is one such authority.

7.3 There are several classes of documents which are exempt from the Act. These include:

"Internal working documents" – which give information showing options or advice or recommendations made in the course of making a decision;
Documents showing how the University conducts tests and audits;
Documents which would involve an unreasonable disclosure of the personal affairs of another person;
Documents containing trade or commercial secrets which could adversely affect a person’s or company’s interest;
Documents containing material obtained in confidence;
Documents normally available for purchase; and
Library collections.

7.4 A statement on the University’s policy and procedures on Freedom of Information and details of University records appear in each issue of the annual report of the University.

7.5 Documents available for purchase by members of the public include the University Handbook and Statutes and Rules of the University. Documents available to the public free of charge include annual reports, student prospectus, guides to facilities and services, students newspapers.

7.6 Documents relating to the decision making processes within the University are available, including confirmed minutes of Council meetings and Council papers; confirmed minutes of Council committee meetings, confirmed minutes of Academic Board meetings and confirmed minutes of the Vice-Chancellor’s Advisory Committee. (Details of confidential items may not be included.)

7.7 Divisions of the University have an obligation to provide accurate and timely information on their activities in ways suitable for public consumption. The Marketing and Business Development Office has a responsibility to monitor the accuracy of the information, determine the graphics used in its presentation and to elicit and publish news and information about the University.

7.8 All Campus Units have responsibility for providing and disseminating information, in both electronic and paper forms as appropriate, relating to their activities, services and facilities.

7.9 Requests for access to documents under FOI must be made in writing to the Vice-Chancellor. Fees may be charged in responding to requests.

8. Community Access to the University’s Information Services and Systems

8.1 Convocation

8.1.1 Members of Convocation are offered the privileges of Courtesy Membership of the Library.

8.1.2 Access to the Internet through the University’s network is denied under the provisions of the Australian Vice-Chancellors’ Committee policy on access to AARNet and the provisions of the Telecommunication Act 1997.

8.2 Students and Staff from other Universities

8.2.1 Students and staff of other Australian universities may apply for Courtesy Membership of the Library. A charge may apply.

8.2.2 Access to the Internet through the University’s network is denied under the provisions of the Australian Vice-Chancellors’ Committee policy on access to AARNet and the provisions of the Telecommunication Act 1997

8.3 Students and Staff of Senior Colleges and High Schools

8.3.1 Students and Staff of senior colleges and high schools in the ACT have access to the Library but not borrowing privileges.

8.3.2 The University Library may provide students with access to 'enrichment resources' but core material should be provided by the senior college or high school offering the course.

8.3.3Access to the Internet through the University’s network is denied under the provisions of the Australian Vice-Chancellors’ Committee policy on access to AARNet and the provisions of the Telecommunication Act 1997.

8.4 General Community

8.4.1 Members of the general public can read in the Library and apply for Community Membership to obtain borrowing privileges. Charges apply.

8.4.2 Access to the Internet through the University’s network is denied under the provisions of the Australian Vice-Chancellors’ Committee policy on access to AARNet and the provisions of the Telecommunication Act 1997.

8.4.3 Information services may be provided on a fee basis to external agencies. Each case should be considered on its merits by the Campus Units providing the information.

8.4.4 The use of the University's information services and campus network by commercial organisations to disseminate commercial information may be provided on a fee basis. This same service may be free to non-profit organisations.

9. Privacy

9.1 The University is bound by the requirements of the Privacy Act (Cth). The Privacy Act includes a number of principles which cover the manner and purpose of collection of personal information, solicitation of personal information, storage and security of personal information, access to records containing personal information, alteration of records and limits on the use of and disclosure of personal information.

These principles have been embodied in the University's statement on privacy. The University's policy on the collection, use and control of personal information by the University is as follows:

9.1.1 Personal information collected or generated by the University will be directly related to the functions and activities of the University and will be collected in a lawful and fair manner;

9.1.2 The University will endeavour to ensure that individuals from whom it collects personal information understand what is being collected, how it is to be used and by whom;

9.1.3 The University will endeavour to ensure that personal information it holds is of good quality and not unnecessarily intrusive upon an individual's personal affairs;

9.1.4 The University will take every reasonable step to ensure the security of personal information;

9.1.5 Subject to its obligations under the Freedom of Information Act (ACT) and any other law relating to privacy the University will permit individuals to have access to personal information it holds about them;

9.1.6 The University will endeavour to ensure that the personal information it stores and uses is kept up to date in terms of relevance, accuracy and completeness;

9.1.7 The University will use personal information only for the purposes for which it is collected; and

9.1.8 The University will not release outside the University the personal information it holds unless provided for by law or with the consent of the individual to whom the information relates. (VCAC Resolution 00/09/04)

9.2 The University requires its staff to maintain confidentiality about University information to which they may become party as part of their employment. All University staff are to be made aware of their obligations regarding the non-disclosure of confidential information.

9.3 From time to time the University enters into contracts with suppliers. The University requires its staff to maintain confidentiality about company information and also requires companies to adhere to the University's policy on confidentiality.

9.4 The University's student and staff records are confidential to the University. Any approaches from external bodies, including the Police, for information about individuals will be referred to the University's Privacy Officer or, in the case of students, the Director of Student Administration. Information will not be provided without the permission of the person in question unless there is a legal requirement to release it such as a subpoena. Outside normal office hours Client Services Division staff can provide details of address and telephone numbers but no other information provided that the information is required for official police purposes (eg in the event of an accident) and this has been verified.

9.5 Where there is a need for University staff to access and use information which is regarded as private, they are required to obtain authorisation from the data custodian. Access will be provided by the database administrator. Prior to being issued with the necessary user codes, staff members are required to sign an acknowledgment of their responsibility with regard to confidentiality.

9.6 Pro-Vice Chancellors and Executive Directors of Divisions should advise the data custodian of the names of staff who should be authorised to access corporate files to use for management information (for example: to make salary commitment projections).

9.7 If any disputes arise between any party about authorised access, all reasonable stages of resolution should take place. If no resolution is possible, the request for access should be submitted to the University's grievance resolution processes for staff and students.

9.8 The minimum necessary data should be collected about students and staff.

9.9 Students and staff should be able to know about the existence of data which relates to them and how it is to be used; to comment about any feature of that data or its uses; and where appropriate to have changes made.

10. Ownership of Information

10.1 Student Information

Information collected and stored by Student Administration is University data. Such data is collected from staff and students on behalf of the University, stored and manipulated by Student Administration, then passed onto appropriately authorised staff of the University only to the extent it is necessary for the University’s business.

Student’s Identification Numbers (ID’s) and names must not be be published in such a way that the ID and name is linked in the public domain. This includes publication of exam results, assignment results and tutorial lists in a form which allows third parties to make linkages and identify individual students. It includes information published in print and digital form. Student names are published externally in graduants lists. (VCAC Resolution 00/09/03)

Student names and E-mail addresses are made available publicly to enable third parties to contact students of the University. E-mail addresses must consist of name aliases, not ID numbers. (VCAC Resolution 00/09/03)

10.2 Staff Information

Information about staff which is regarded as corporate data and which can be made public (for example, on the University of Canberra Online and in University publications), includes:

Surname Given Names Title Initials Preferred Given Name E-mail Address Work Telephone Numbers Fax Number Work Room Number Division or Unit Job Name/Local Title Centre/Division/Department/Section Photographs (Staff have the option of not including their photograph on the UC Online staff directory) Staff information made publicly accessible on the University of Canberra Online should include all staff in the Prophecy database, including casual staff should the demand exist.

10.3 Information passed to third parties

10.3.1 Some information collected for the University is passed to government authorities or made public in aggregate form which does not identify individuals or allow individuals to be identified. This information includes student or staff numbers, staff or student characteristics such as gender, race, ethnic background, education level and residence and course enrolments.

10.3.2 Some information is collected by the University on behalf of government authorities. For example, HECS forms and taxation employment forms. The government authority is clearly identified on the collection form as the ultimate destination of the form and data.

10.3.3 Some information is collected by the University and passed to other government authorities or bodies which includes personal data which identifies individuals.

Personal information on students is usually disclosed to:

Australian Taxation Office for the purposes of HECS liability;
Centrelink for verification of Austudy and Abstudy entitlements and if students are receiving payments from Centrelink;
Department of Education, Training and Youth Affairs (DETYA) for reporting purposes under the Higher Education Funding Act 1988;
Department of Immigration and Multicultural Affairs, the Australian Agency for International Development and DETYA to verify details provided by international students and provide information on overseas students and permant residents as required.

Personal information on staff is usually disclosed to:

Australian Taxation Office for taxation purposes;
Superannuation management funds for superannuation purposes.

The University may be obliged to provide personal information to other agencies, such as the Child Support Agency, to meet other legislative requirements or court orders.

10.3.4 Details of University graduants (names, degrees/diplomas and awards/prizes) are published in University graduation booklets which are available to the general community.

11. Copyright

The University of Canberra is bound by the requirements of the Copyright Act 1968.

Copyright is based on the premise that creative and intellectual effort should be encouraged, protected and rewarded. The Copyright Act 1968 protects the ownership of any literary work, musical work, artistic work (such as an illustration or diagram, photograph, painting, drawing), sound recording, film, broadcast, computer program and typographical arrangements of works. Copyright protects the dissemination of these materials in various forms, including electronic and cable transmission, and gives creators and/or publishers certain exclusive rights over their work.

There are exceptions to the use of another's copyright which allow copying in certain circumstances.

The University has produced a guide to copyright, which is designed to set out the rights and responsibilities of University staff and students in relation to copyright in the University. The guide provides details of the protections offered by copyright, the circumstances when copying is permitted and how copyright impacts on the work of the University.

The Guide to copyright - Your rights and responsibilities is included on UC Online.

12. Ownership of Intellectual Property

12.1 The University Policy on Intellectual Property was approved by Council in November 1995. The policy clarifies the rights and obligations of the University, its staff and its students with respect to intellectual property.

The policy seeks to strike an equitable and workable balance between the rights of organisations and the interests of the University.

12.2 The University’s objectives with respect to intellectual property are to:

Promote the fundamental objects and purpose of the institution in teaching, research and furthering knowledge for its own sake;
Foster corporate identity and an esprit de corps within the institution;
Protect its integrity and welfare;
Provide incentives for staff and students in developing and applying intellectual activity in the fields of industry, commerce, science, literature and the arts;
Provide staff and students with fair and reasonable recognition and remuneration
Provide a resource for industry, commerce and the community;
Encourage and develop institutional growth, progress and success through ventures with private and public sectors;
Ensure judicious use of public funds; and
Obtain appropriate return for facilities, resources and services provided by the University outside the mainstream activities of teaching and research.

12.3 The policy addresses the following issues:

Ownership of intellectual property

Use of intellectual property by non-owners

Commercial exploitation and patents

Agreements with third parties

Dispute resolution

Information and Education.

12.4 Because the Policy on Intellectual Policy is effectively a contract between staff and students on one hand, and the University on the other, it is not appropriate to attempt to summarise the provisions of the policy in case such an attempt compromises the integrity of the policy and misleads through the act of summation.

12.5 A copy of the University’s Policy on Intellectual Property is maintained on University of Canberra Online.

13. Patents

13.1 The University Policy on Intellectual Property addresses the issue of patents. (See paragraph 12 of this policy.)

14. Information Ethics

14.1 In the application of the University's Privacy Principles (See paragraph 9 of this policy), the University acknowledges the obligations it has as an institution toward the personal information it holds on individuals. It also recognises that staff of the University, both academic and general, require access to personal information consistent with their professional responsibilities to other staff and to students and that this requirement brings with it an obligation for staff to understand and acknowledge the nature and limits of their access to and use of personal information.

14.2 Just as the University and the staff of the University have obligations toward personal information so too do individuals who are required to provide that information. If the University is to ensure the quality and accuracy of the personal information it collects then this places an obligation upon an individual to provide relevant and accurate information to the University.

14.3 Staff and students are expected to use the University's information services, systems and network in an ethical manner including ensuring security of passwords and personal identification, observing authorised access rights, operating systems in the manner for which they have been designed, not mounting libellous information, not sending information which will be perceived as offensive by others and avoiding the inappropriate use of mass mailing of information to others.

14.4 Individuals and institutions are entitled to expect the protection of privacy and professional secrecy.

14.5 Private communications across the network have the same protection as private communications via the telephone, although the University reserves the right to monitor and record traffic across the network and the use of equipment and information resources.

14.6 To assist the proper and fair application of the Privacy Principles the University will nominate an appropriate officer, or officers, to handle issues relating to privacy and confidentiality, and to serve as a contact point for staff and students seeking advice on policy and procedures. The University will nominate an officer as the official contact with the Privacy Commissioner.

14.7 Details of the legislation, University rules, regulations and guidelines which together form the legal foundation for access to, and use of, the University’s network are included in the Information Technology Policy. Rules relating to the use of the Library and the Computer Centre apply to all members of the University. (Refer Library Rules 1993 and Computer Services Centre Rules 1993). Penalties may apply for offences committed under the legislation or rules and regulations.

15. Responsibility for Information Provision and Its Timeliness

15.1 Corporate or Enterprise Information

15.1.1 Where information is intended by Campus Units for the general use of the University community and is funded for this purpose it is deemed to be corporate or enterprise information and is made accessible to the campus via the University's corporate information systems and network. The information may be paper-based or in electronic form and administrative or scholarly in nature. Examples of corporate or enterprise information systems include the University's administrative information systems (student records, finance, human resources, physical resources, research and consultancy, and executive information) the University's library system, University of Canberra Online and databases of scholarly information. Corporate or enterprise information systems are supported by the Client Services Division in collaboration with the Campus Units generating and managing the corporate information. The Campus Unit managing the information is deemed to be the data custodian.

15.1.2 Where Campus Units contribute information to the University's corporate information systems they are obligated to provide current information and to ensure that it is kept up-to-date for the benefit of the University community.

15.1.3 The University is committed to the development of an integrated database for its corporate information. Each data item should have an agreed definition and appear in only one database as an authority.

15.1.4 For each collection of data a person(s) is nominated by the Vice-Chancellor as a data custodian(s). The data custodian is responsible for ensuring that all items are maintained in a timely manner and for ensuring that procedures are in place and that staff are trained to adhere to them for data to be used correctly in accordance with the University’s Information Policy. On behalf of the University the data custodian(s) has responsibility for authorising access by other applications and users to this data set in accordance with the University’s Information Policy. Authority to access, update, delete and add data will be documented at the time the data items are accepted as corporate data.

15.1.5 Each corporate database on campus must have a designated database administrator(s) nominated by the Client Services Division. The database administrator provides access rights to applications and users and determines conditions under which applications and users may access the data under advice from the appropriate data custodian(s). The database administrator(s) is responsible for maintaining a secure, consistent and operational database in collaboration with the data custodian.

15.1.6 If a system owner/developer wishes to use a data item he/she should seek the advice of the corresponding data custodian to ensure that the proposed use is appropriate and should then formally seek access from the database administrator. The database administrator will formally seek the approval of data custodian before arranging the requested access.

15.1.7 The names of data custodians and the authority database as well as the definition of each data item are maintained by the Client Services Division.

15.2 Campus Unit Information

Where information is primarily an integral part of a Campus Units own operations and is not intended for the general use of the University community, it is not deemed to be corporate information. Information which is specific to the Campus Units should be financed, managed and maintained by the Campus Units concerned. Examples of Campus Units information include lecture notes, teaching resources and personal files. Such information may be made available through UC Online or WebCT sites.

16. Responsibility for Training to Access Information

Each Campus Units is responsible for identifying the information skills and related information technology skills needed by their staff and students. Each Campus Unit is also responsible for planning the appropriate training programs and awareness programs. Each Campus Units may decide to use their own staff as trainers, send their staff and students to general courses offered gratis by other Campus Units, pay other Campus Units to run customised training programs or arrange for external contractors to organise training programs. The University recognises the need for a co-ordinated approach to training.

17. Accuracy of Information about Staff and Students

17.1 Under the Privacy Act, staff and students have the right to view any data collected by the University about them so that inaccurate and irrelevant details can be removed. This process is provided at no cost to the individual.

17.2 Staff and students must be informed when any adverse information about them is collected for storage on file. They must also be informed if the information is used in making any decision concerning them.

17.3 Student Information Provided by Students

It is the responsibility of students to ensure that the information provided by them is correct and complete.

17.4 Staff Information Provided by Staff

It is the staff member's responsibility to ensure that the information provided is correct. The authoritative source for staff information is the data stored on the University's administrative database.

18. International Standard Book Numbers (ISBNs) and International Standard Serial Numbers (ISSNs)

Any University publication including books, cassettes, diskettes, software, videos, films and electronic material intended for external use should have an ISBN or an ISSN. These numbers are only allocated for items published (ie sold for a commercial price or distributed widely outside of the University). Internal-only items do not require an ISBN or ISSN. The University Library acts as the agent for allocating ISBNs to University publications. The University publisher code is 1 74088 and is only allocated to items published by the University, a Division or Unit. Publications printed by the University or written/edited/organised by University staff are not allocated ISBNs unless the item is published by the University.

The ISBNs for non-University published items are allocated directly by the University of Canberra Library. The author/editor/organiser is responsible for organising the ISBN. All ISSNs are issued directly by the National Library of Australia.

19. Records and Archives

19.1 The University endorsed in July 1996 a Records and Archives Policy for the University. The policy was based on the need to ensure that the University met its statutory obligations in relation to the records of the University and the need to collect, appraise, organise, describe, preserve and make available, records of the University so that the historical, legal, fiscal and administrative integrity of the organisation may be documented.

At the time of the endorsement of the policy the University was a Commonwealth statutory authority and required to meet the requirements of the Commonwealth’s Archives Act. The University is now under the ACT jurisdiction which does not have an equivalent to the Archives Act. However, until legislation relating to records and archives is enacted in the ACT, the University will continue to work to the principles established under the Archives Act 1983 (Cth).

19.2 Divisions and other Campus Units are responsible for storing, organising and housing their current records.

19.3 The following non-current records should also be retained, organised and documented in a manner which facilitates identification of the existence of the record and retrieval of the record:

19.3.1 Administrative Records

Minutes, agenda, reports and memoranda of all major academic and administrative committees, including but not restricted to the University Council and related committees, Academic Board and related committees, Vice-Chancellor’s Advisory Committee and related committees, division and faculty committees and other administrative and academic committees;
Records of the Vice-Chancellery, including but not restricted to correspondence, subject files and reports, deemed to have administrative or historical value;
Official records of central administration and governance including but not restricted to, central files, correspondence, subject files, reports and memoranda deemed to have administrative or historical value;
Records of individual members of staff, and/or divisions and departments created in an official capacity concerning the governance and administration of the University, not duplicated in central administration and deemed to have administrative or historical value;
Architectural maps or plans, reports, correspondence relating to the University’s buildings and grounds;
Financial records reflecting the status of University funds, including but not restricted to annual budget submissions, annual financial statements and general ledger reports; and
Audiovisual materials documenting the development, physical changes, programs, policies, staff and students of the institution such as still photographs and negatives, optical images, motion picture film, oral history interviews and audio and video tapes deemed to have historical or administrative value.

19.3.2 Publications

Copies of all published works (including books, audio-video productions etc) reflecting the life of the University and its predecessor organisation, including but not restricted to:

Works about the University, its institutions, buildings, course structure and accreditation;
Works issued by the University, its divisions, faculties, departments or agencies, or as part of its life (eg annual reports, handbooks, newsletters, reports).

19.3.3 Student Records

University-related artefacts, models and memorabilia demonstrating student life, programs, functions, etc of the University and its predecessor organisations which are of cultural and/or historical value;
Student archival records including, but not restricted to, academic achievement information and graduation details;
Student course information as outlined below (note: some of this information is duplicated in committee minutes also)
The retention and organisation of thesis submitted by University students is the responsibility of the Library under the appropriate statutes; and
The Library is responsible for retaining and organising one copy of University exam papers.

19.3.4 University-related records

The Library shall also collect and maintain, at the discretion of the Executive Director of the Client Services Division and in accordance with agreed University policy, non-current records of organisations and individuals who had a close relationship with the University and relate to the work and responsibilities of the University. Records which could reasonably be expected to be held by the records and archives service include:

Research personal, and published papers of private persons, including retired, resigned or deceased academic and administrative staff, students, Council members, benefactors and other persons associated with the University if such records relate to the work and responsibilities of the University;
Copies of each newsletter, newspaper or other publication produced by the Convocation for general distribution to convocation members (ie primarily graduates of the University).
Copies of each newsletter, newspaper or other publication produced by the Student Association and Canberra University Postgraduates Association.

19.4 Non-current records may be housed by the generating Division or other Campus Unit or by the University Registry unless otherwise specified.

20. Access to Computer Systems and Networks

Details of the conditions governing access and use of the University’s computer network, and through it the Internet, are contained in the University’s documents:

Information Technology Policy; and
Network access and use: responsibilities and obligations

Both documents are available on University of Canberra Online.

21. Electronic Publishing and Multimedia Production

21.1 Staff and students are encouraged to generate and disseminate information in electronic format to enhance learning and research and to improve productivity. Services available on the campus network to facilitate the electronic publishing and distribution of information include e-mail, mailing lists, news groups, the campus-wide information service (University of Canberra Online), a campus events calendar, world-wide web (WWW), wide area information service (WAIS), FTP services for distributing computer programs and related documentation, an X500 directory for people information and shared files. University standards and guidelines for the electronic publication and distribution of information are available from the Client Services Division.

21.2 There are two issues which need to be taken into account by staff publishing electronically or creating multimedia products: intellectual property and copyright. The intellectual property resides with the University for publications and products created with the use of University resources or with funds given to the University for the purpose. (Refer paragraph 12)

The copyright for such publications and products will depend upon the form of the publication or product and the development software which is used. Staff should ensure that they investigate the conditions of use of any software used in development work and publication before entering into agreements with suppliers.

The normal University standards of attribution apply to scholarly publishing or the Internet. Editorial changes to documents should only be made with the express permission of the copyright owner.

21.3 Staff and students who publish information relating to and on behalf of the University must obtain permission to do so from the appropriate University authority. The authorised source and author of official University information should be identified in published material of that nature. The University logo and delivery are the property of the University and may only be used on official documents, using the appropriate style for documents.

21.4 The quality standards applied to traditional publishing should also be applied to on-line publishing.

21.5 Staff publishing lecture notes and other information on the unit sites available through WebCT are responsible for ensuring that the information and documents included on a site accord with copyright and privacy provisions and with other University policies and legislation.

Creators/custodians of each site are also responsible the information and documentation on a site is archived appropriately so that it is available to future lecturers responsible for teaching the unit at the University of Canberra.

22. University of Canberra Online

22.1 The Web site for the University is known as University of Canberra Online (formerly the Campus-Wide Information Service – CWIS). The Vice-Chancellor’s Advisory Committee endorsed a statement of responsibility for the site at the meeting on 6 June 2000. (VCAC Resolutions 00/08/03 and 00/08/14.)

22.2 The Client Services Division has responsibility for the technical and editorial management of University of Canberra Online. Creators and custodians of information and subsidiary sites have responsibility for ensuring the completeness and accuracy of information on their sites.

22.3 The Client Services Division is responsible for developing, monitoring, revising and communicating guidelines and standards for publishing information on University of Canberra Online. All information, graphics, documents, templates and designs on University of Canberra Online must accord with the University’s official standards and guidelines as endorsed by the Vice-Chancellor’s Advisory Committee.

22.4 Overall responsibility for the co-ordination of University of Canberra Online on a University-wide basis is the responsibility of the UC Online Management Committee.

The Committee consists of representatives of all Divisions and the Students' Association/CUPA. It is chaired by the UC Web Manager.

The responsibilities of the Committee are:

Develop and refer to the Corporate Systems Standing Committee, an Online Strategic Plan for the University;
Monitor, evaluate and revise the Online Strategic Plan as required;
Identify corporate strategies and operational tasks that need to be undertaken to ensure UC Online achieves the goals identified in the Online Strategic Plan and document these in an Online Action Plan;
Ensure the University community is aware of the University's Online Strategic Plan and associated Action Plan;
Provide advice to the Client Services Division on matters relevant to its role in managing UC Online;
Coordinate the development of editorial and design guidelines and standards and promulgation of these within the University community;
Idenitify strategies to promote the brand name canberra.edu.au;
Report on progress on the development of UC Online to the Corporate Systems Standing Committee and the University community; and
Development, evaluation and revision of a University policy and mechanism relating to the archiving of information on UC Online.

22.5 The primary management and leadership responsibilities for University of Canberra Online are vested in the UC Web Manager.

Responsibilities of the UC Web Manager include:

Implementing those responsibilities of the Client Serrvices Division relating to UC Online;
Coordinating the further development of UC Online taking a ‘whole of University’ approach including consideration of content issues with respect to corporate levels of information as well as structural and technical issues;

Liaising closely with the Marketing and Business Development Unit to ensure that the University presents a high quality consistent ‘public face’ to the outside world through UC Online; and

Chairing the UC Online Management Committee.

22.6 The delineation of responsibilities for University of Canberra Online, as endorsed by the Vice Chancellor’s Advisory Committee is:

Responsibilities of the Client Services Division:

Overall management of UC Online in conjunction with the UC Online Management Committee;
Development, maintenance and support of the technical infrastructure for the UC Online;
Development of design and publishing guidelines and standards for the UC Online, including standards for indexing ( ie. Metadata) and the creation of corporate templates, and monitoring/ensuring adherence to the guidelines and standards;

Design and maintenance of the top levels of UC Online (i.e. Splash page, Contents page and Contact page);

Ensuring the University Handbook is published on the UC Online in an appropriate and timely manner. (The Division is not responsible for the creation of the Handbook, only converting pre-existing information and formats to a UC Online version);

The maintenance of external links to UC Online, including links maintained by DETYA, AVCC and ACT Government;

Monitoring the currency and completeness of information on UC Online, including links, and liaising with publishers or custodians of information to ensure information is made available on UC Online and that information retains its integrity;

Development of data bases of corporate information which can be exploited to create a range of information resources;

Informing, educating and training UC staff on UC Online publication standards, templates and guidelines, including web publication and custodial expectations and responsibilities; and

Monitoring the currency and links for online information, including liaison with UC web publishers and custodians regarding updates, information integrity and completeness.

Responsibilities of the Marketing and Business Development Unit

Advising and supporting the role of the UC Web Manager particularly with respect to web page design, publication styles, standards and guidelines;
Maintenance of the ‘future students’ view of UC Online;
Providing leadership for the University’s communications strategies and activities, including the achievement of UC communication and marketing goals through UC Online;
Providing web page design assistance for the ‘corporate' levels of UC Online; and
Providing advice to the University community on web design.

Responsibilities of all Divisions and Units of the University

Ensuring all appropriate information concerning their activities is created and then published on UC Online and that all design and publishing guidelines and standards are met;
Ensuring the appropriate desk-top facilities are funded, provided, maintained and upgraded as required;
Ensuring staff and students have the necessary IT skills to use UC Online; an
Ensuring information is complete and regularly updated as set out in guidelines, and that design, publishing and quality guidelines and standards are met for websites for which the Division or Unit are publishers.

Responsibilities of individual publishers, creators and custodians

Ensuring information is complete and regularly updated as set out in guidelines, and that design, publishing and quality guidelines and standards are met.

23. References

1. Australia. Parliament. House of Representatives. Standing Committee for Long Term Strategies. Australia as an Information Society: grasping new paradigms. Canberra, Australian Commonwealth Publishing Service, 1991.

2. Australian Vice-Chancellors' Committee. Copyright and Books of Readings. Memorandum from F.S Hambly summarising the judgement of the Federal Court 20 March 1995.

3. See University of Canberra Staff Notices 90/37 and 90/41.

4. University of Canberra. Network access and use – Responsibilities and obligations. (Statement, July 1998)

Information Policy - History

First published May 1995 - Developed by the Information and Communication Services Committee (Meeting 95/2)
- Endorsed by Academic Board (Meeting 95/3) - Endorsed by Council (Meeting - May 1995)
Reviewed and revised - Information and Communication Services Committee (Meeting 98/5)
Reviewed and revised - Client Services Division (2000)
- Noted by Vice-Chancellor’s Advisory Committee (Meeting 01/01, 23 January 2001)

Content Custodian:Gregory Jones
Data Custodian:Dianne Hounsell
Last updated: 14/05/04 18:06