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Personal Information Digest
Purpose:
The Personal Information Digest is a document which summarises in general terms the kinds of information held by the University, and how this information is managed by the University. It assists individuals in finding out what kinds of information the University holds about them, why this information is held, how this information is held and how this information is managed by the University.
Scope:
Various classes of personal information are held by the University as at 15 August 2012:
  1. Current and Prospective Students
  2. Employees & Recruitment
  3. Employees – Compensation
  4. Health and Counselling Records
  5. Faculty of Health clinics
  6. Private Medical Practitioners
  7. headspace ACT
  8. Visiting Honorary and Adjunct academics
  9. Alumni
  10. Expertise directory
  11. Library – External members
  12. Information and Communication Technology
  13. Childcare
  14. Suppliers of goods and services and contractors
  15. Student Residences
  16. External Committee members
  17. Distribution lists
  18. Research participants
Procedure:
Current and Prospective Students
The University of Canberra collects, stores and uses student personal information to administer the enrolment, progress and graduation of students, the alumni and fundraising programs, invitations to university events and for identification to facilitate access to University facilities and information and information technology and communication services. This information is also used to administer student accommodation, scholarships and prizes, class timetables, examinations, student loans and electoral rolls.
Records created and retained might include:
  1. records relating to application for admission
  2. records relating to enrolment
  3. records relating to enquiries from prospective students
  4. records relating to secondary and tertiary performance and grades
  5. records relating to applications for credit and advanced standing, including requests for recognition of prior learning
  6. records relating to course attendance, assessment, progress and grades
  7. records relating to graduation
  8. records relating to financial transactions, liabilities and payments
  9. records relating to practicums, work based learning, volunteer, exchange and work experience scheme participation
  10. records relating to personal wellbeing, counselling, health, equity or other support matters • records relating to grievances, complaints and discipline matters 
  11. records relating to scholarships, bursaries, prizes, honours and awards
  12. records related to special roles and memberships e.g. committee memberships, mailing list memberships, club memberships 
  13. records relating to alumni membership, event attendance and donation history
  • Content may include – full name including former names; address and contact details; date of birth; gender; and academic qualifications.
  • Alumni & Fundraising – once students graduate, the following records are transferred to the alumni database: a record of the full name; address and contact details; date of birth; gender; academic and professional qualifications.
  • Sensitive content may include – physical or mental health and wellbeing; disabilities; racial or ethnic origin; tax file numbers; Commonwealth Higher Education Student Support Number (CHESSN); Commonwealth Government Learning Entitlement information; financial information; and relationship details.
  • Classes of people - the personal information on these records relates to current, prospective, and past full-time and part-time students being more than 115,000 individuals.
  • Internal access – Staff at various levels in the University have access to these records only as required to carry out their duties, with most access controlled through system parameters. Access is limited to the following: Executive and senior managers; academic and administrative staff who require access to undertake their duties; members of assessment boards and of scholarship decision making bodies; members of student appeal and grievance committees; and the student to whom the records relate, or an appropriate nominee. Access to alumni, fundraising and event records is described under section 9, “alumni” below.
  • Period of retention – the records are retained permanently. Examination script books are retained for only one year. Alumni, fundraising and event records are retained indefinitely.
  • Disclosure – Some of this information is disclosed to:
    • Australian Taxation Office
    • Australian tertiary admission centres
    • Department of Industry, Innovation, Science, Research and Tertiary Education;
    • Centrelink
    • Department of Immigration and Citizenship
    • Australian Federal Police and other police/law enforcement agencies (to facilitate police checks required by some placement bodies)
    • Legal profession admitting authorities (Discipline proceedings information)
    • other Universities
    • Affiliated bodies associated with the University, such as pathway providers and research/teaching centres
    • partner organisations for various work-based learning and placement schemes and exchange programs
    • overseas sponsorship agencies
  • Access – Individuals (students) can obtain information regarding access to their personal information by contacting the Director, Student Administration. Students may also gain access to parts of their own academic record through the MyUC portal on the University’s web site. Access is password protected.
  • Medium of storage - The bulk of this information is retained in the electronic student management information system and as paper files in the file registry. Historical information may be retained in both electronic and micro form. Some portion of this information is retained in various business and service units while being used for specific purposes. The Library may duplicate the electronic student file for the purposes of facilitating access to loans and services.
Employees and recruitment
The University of Canberra collects, stores and uses employee personal information to administer employment, recruitment and payroll and maintain historical employment and payroll records. Some of this information may also be used for identification to facilitate access to University facilities and information and information technology and communication services and to administer electoral rolls and create directories.
Personal contact details for staff and former staff are also used to administer invitations to University events, the former staff alumni program, and fundraising appeals.
Records created and retained might include:
  1. applications for employment, including references and referees reports
  2. records relating to relocation of staff and removals of personal effects
  3. records relating to previous employment checks, character checks, security clearances
  4. contracts and conditions of employment
  5. records relating to attendance and overtime
  6. payroll and pay related records including financial institution details
  7. leave applications and approvals
  8. tax file numbers declaration forms
  9. personal history files
  10. records relating to relationships, including next of kin
  11. performance appraisals
  12. records relating to personal development and training
  13. graduate, volunteer and work experience scheme participation
  14. qualifications
  15. trade, skill and aptitude test records
  16. travel and conference/meeting documentation
  17. records relating to personal welfare matters
  18. medical records (relating to employment)
  19. records of accidents and injuries and rehabilitation (Refer to section 3 for information relating to compensation)
  20. records relating to superannuation
  21. records relating to counselling and discipline matters
  22. records relating to complaints and grievances
  23. records relating to equity matters
  24. records related to organisational roles including memberships, delegations, authorities and responsibilities eg. committee memberships, access and approval authority, financial delegations, teaching roles
  • Content may include – full name including former names; address and contact details; date of birth; gender; occupation; occupational information and educational and trade qualifications.
  • Alumni & Fundraising – full name; address and contact details; place of employment and organisation details; date of birth; gender; academic and professional qualifications; details of alumni activities, conversation notes, memberships, gift history and participation in University events.
  • Sensitive content may include – physical or mental health and wellbeing; medical information; disabilities; racial or ethnic origin; tax file numbers; financial information (including salary, allowances and superannuation); information relating to performance; references and relationship details.
  • Classes of people - the personal information on these records relates to current and past employees being more than 5,000 individuals.
  • Internal access – employee files are regarded as confidential. Access is limited to the following: Line managers; administrative staff in the Human Resources Unit who require access to undertake their duties; and the employee to whom the records relate. Staff in the Advancement Office may have access to “alumni and fundraising records” (as described above) only as required to carry out their duties. Other University staff may have access (on a case-by-case basis) to contact alumni for relevant events/activities.
  • Period of retention – for full and part time employees, records are retained for a period of 75 years from the employees date of birth or 7 years after the last action, whichever is longest. For casual employees records are retained for 7 years after the last action. Records of misconduct investigations or disciplinary matters involving a staff member are retained for 5 years. The files of past employees are archived at the end of each financial year. Alumni, event and fundraising records are retained indefinitely.
  • Disclosure – some of this information is disclosed to:
    • Australian Taxation Office
    • Superannuation providers
  • Access – Individuals (employees) can obtain information regarding access to their personal information by contacting the Human Resources Unit. Written notice is required. Employees may also gain access to parts of their own personal details through HR Online, part of the MyUC staff portal on the University’s web site. Access is password protected. Staff in the Advancement Office may have access to “alumni and fundraising records” (as described above) only as required to carry out their duties. Other University staff may have access (on a case-by-case basis) to contact alumni for relevant events/activities.
  • Medium of storage –Information is retained in either the electronic HR management information system or as paper records. Historical information may be retained in both electronic and paper form. The Library may duplicate the electronic staff directory for purposes of facilitating access to loans and services. Information may be held by external bureaus responsible for providing processing services to the University.
  • Directories – some personal information (eg. name details) is utilised to create telephone and other contact directories. These directories may be held as separate electronic files and updated/purged as required.
Employees - Compensation
The University of Canberra collects, stores and uses employee personal information for compensation and rehabilitation purposes. The purpose of these records is to maintain a record of accidents and injuries with respect to the Work Safety Act 2008 (ACT) and workers compensation payments made under the Safety, Rehabilitation and Compensation Act 1988 (Cth.). Records are used in the management of rehabilitation of employees, first aid injuries and the Employee Assistance Program.
  • Content may include – full name; address and contact details; date of birth; gender; occupation; occupational information; nature of injury, medical certificates and reports relating to injury or disease; and amounts of compensation claimed and paid.
  • Sensitive content may include – physical or mental health and wellbeing information; medical information, including treatment, prognosis and outcomes; and liability issues.
  • Classes of people - the personal information on these records relates to specific current and past employees, currently approximately 900 individuals.
  • Internal access – these files are regarded as confidential. Access is limited to the following: The Chief Executive, People and Diversity and the Health and Safety Unit have full access to this information. Divisional managers and line supervisors have access only to that information directly relevant to the return to work of injured employees.
  • Period of retention – for full and part time employees, records are retained for a period of 75 years from the employees date of birth or 7 years after the last action, whichever is longest. For casual employees records are retained for 7 years after the last action.
  • Disclosure – in accord with the Safety, Rehabilitation and Compensation Act 1988 (Cth.), information may be disclosed to:
    • Comcare (including legal representatives and investigators)
    • Approved rehabilitation providers
    • Treating and/or other medical practitioners
    • Courts, tribunals and superannuation boards
    • Centrelink
  • Access – individuals (employees) can obtain information regarding the personal information available for access by contacting the Chief Executive People and Diversity, Human Resources (phone +61 2 6201 5078).
  • Medium of storage – the bulk of this information is retained in paper files in the HR Unit and is retained in a secure and locked area. Payment and leave records are stored electronically.
 Medical and Counselling Records
Records relating to students and staff who attend the University’s Medical and Counselling Centre are maintained by the Centre and available to its staff only. The purpose of these records is to maintain notes of counselling interactions, and notes of medical histories, symptoms and treatment. The Health Records (Privacy and Access) Act 1997 (ACT) requires that health records are created and kept in a manner which ensures the privacy of the health information collected.
  • Content may include – full name including former names; address and contact details; date of birth; gender; next of kin; occupation; reason for contacting the service; health insurance details; and course and level of study.
  • Sensitive content may include – physical or mental health and wellbeing; medical information; disabilities; racial or ethnic origin; religious affiliations; aspects of sexuality; financial information; and relationship details.
  • Classes of people - the personal information on these records relates to the clients and patients of the service.
  • Internal access – all files (electronic and paper) are regarded as confidential. Access is limited to the following staff of the Medical and Counselling Centre: clerical staff, counsellors, nursing staff, medical practitioners and members of treating teams. Treating teams include other health professionals (for example, radiology, pathology etc) directly involved in the diagnosis, care and treatment of a patient during a particular episode of care.
  • Other essential support services such as IT staff are required to sign confidentiality agreements prior to their engagement as authorised by the Director, Medical and Counselling Centre.
  • Period of retention – the records are retained for a period of 7 years following last usage, or in the case of a child, 7 years after the age of 18 years.
  • Disclosure – strict ethical considerations, guided by the codes of conduct of the Australian Medical Association and registration authorities of the ACT cover disclosure to other persons or organisations. The Health Records (Privacy and Access) Act 1997 (ACT) deals with privacy issues in relation to health records and entitlements to access.
  • Access – the handling of any personal information collected from individuals who are current patients, or who have attended the Centre is governed by the National Privacy Principles (Extracted from the Privacy Amendment (Private Sector) Act 2000 (Cth)) and the Health Records (Privacy and Access) Act 1997 (ACT).
  • The Health Records (Privacy and Access) Act 1997 (ACT) sets out the entitlements of individuals (staff and students) who wish to obtain access to personal information in their health record. Further information regarding access can be obtained by contacting the Director, Medical and Counselling Centre (phone +61 2 6201 2351).
  • Medium of storage – The health section of the Centre implemented a system of electronic medical records in February 2006, and has moved towards becoming a paperless medical practice. The Medical and Counselling Centre has a separate “air gapped” network for Medical and Counselling records. Access to the server is password protected. All email traffic occurs on the separate University network, and the health section does not provide any unencrypted electronic consultations or advice on medically related issues.
The counselling section maintains a paper records system with paper files stored in locked filing cabinets in secure non-public access areas within the Centre.

Faculty of Health Clinics
Records relating to individuals who attend the various Faculty of Health clinics, both on and off-campus, are maintained by the clinics and available to the teaching staff, students and administrative staff of the clinics in relation to their authorised duties. The purpose of these records is to maintain clinical notes in relation to consumers of clinic services. These records include details of clinical assessments and treatment, in conjunction with relevant history. The Health Records (Privacy and Access) Act 1997 (ACT) requires that health records are created and kept in a manner which ensures the privacy of the health information collected.
  • Content may include – full name including former names; address and contact details; date of birth; gender; next of kin; occupation; referral details; previous medical or allied health reports; current clinical assessments and psychological testing information along with other such details pertaining to current and previous clinical histories and difficulties.
  • Sensitive content may include – physical or mental health and psychological wellbeing; medical information; disabilities; aspects of sexuality; financial information; and relationship details.
  • Classes of people - the personal information on these records relates to the clients and their families and number more than 1000.
  • Internal access – These files are regarded as confidential. Access is limited to authorised staff for authorised purposes only. Files are a combination of typed, electronic and hand written material and securely stored.
  • Period of retention – the records are retained for a period of 7 years following last usage, or in the case of a child, 7 years after the age of 18 years.
  • Disclosure – Strict ethical considerations, guided by the codes of conduct of registration authorities of the ACT, cover disclosure to other persons or organisations. The Health Records (Privacy and Access) Act 1997 (ACT) deals with privacy issues in relation to health records and entitlements to access.
  • Access – The Health Records (Privacy and Access) Act 1997 (ACT) sets out the entitlements of individuals who wish to obtain access to personal information in their health record. Further information regarding access can be obtained by contacting the Clinic Director (phone +61 6201 2069).
  • Medium of storage – The bulk of this information is retained in paper files in the clinics and is kept in a secure and locked area.
Private Medical Practitioners
(Information in this section relates to the relationship between the private medical practitioners and the University of Canberra.)
The University of Canberra collects, stores and uses personal information on the private medical practitioners and other private health professionals offering services through the Medical and Counselling Centre. Some of this information may also be used for identification to facilitate access to University facilities and information, information technology and communication services and for the creation of University directories.
  • Content may include – full name; address and contact details; date of birth; gender; academic and professional qualifications and registrations; insurance companies; and details of the nature of the relationship with the University.
  • Sensitive content may include – details of financial transactions; and tax file numbers.
  • Classes of people - the personal information on these records relates to private medical practitioners offering services at the Centre.
  • Internal access – Staff at various levels in the Medical and Counselling Centre and other areas of the University have access to these records only as required to carry out their duties.
  • Period of retention – the records are retained during the period of appointment. The files of past appointees are archived at the end of the appointment.
  • Disclosure – Records may be disclosed to:
    • Health Insurance Commission
    • External accreditation authorities
    • Professional indemnity and insurance vendors
  • Access – Individuals (Private Medical Practitioners) can obtain information regarding access to their personal information by contacting Director, Medical and Counselling Centre (phone +61 2 6201 2351).
  • Medium of storage – the majority of the information is held in electronic or paper form within the Medical and Counselling Centre. Directory information is held in electronic form.
headspace ACT
Records of young people who attend headspace ACT are maintained by headspace ACT and are available to headspace ACT practitioners and the defined treatment team. Young people who are clients of headspace ACT and, where the law permits, their carers have a right to access a young persons’ record. The purpose of these records is to maintain current, accurate and comprehensive records of service. These records include demographic data, psychosocial assessments and case notes. The Health Records (Privacy and Access) Act 1997 (ACT) requires that health records are created and kept in a manner which ensures the privacy of the health information collected.
  • Content may include – full name including preferred names; address and contact details; date of birth; gender; next of kin; occupation; referral information; current assessments, support and care plans, consent forms, and closure information.
  • Sensitive content may include – information pertaining to mental health and psychological wellbeing; medical information; disabilities; aspects of sexuality; financial information; and relationship details. (This also includes financial information and transactions of private practitioners who are part of the headspace ACT staff team).
  • Internal access – access to young people’s files is restricted only to those headspace ACT practitioners who are directly involved in the care of the young person and those administrative and management staff entitled to under the Health Records (Privacy and Access) Act 1997. Non identifying demographic data of young people can be accessed by headspace – National Youth Mental Health Foundation.
  • Period of retention – the records are retained for a period of 15 years following last contact, or for 15 years after the young person reaches the age of 18 years of age.
  • Disclosure – strict ethical considerations, guided by the headspace ACT policy documents cover the disclosure to other persons or organisations. headspace ACT will not release any information regarding a young person without permission from the young person, unless legally required, or if there are serious concerns of potential risk of self harm or harm to others by the young person. The Health Records (Privacy and Access) Act 1997 (ACT) deals with privacy issues in relation to health records and entitlements to access.
  • Access – the handling of any personal information collected from individuals who are current clients, or who have attended headspace ACT is governed by the National Privacy Principles (Extracted from the Privacy Amendment (Private Sector) Act 2000 (Cth)), the Freedom of Information Act (ACT) and the Health Records (Privacy and Access) Act (ACT).
  • The Health Records (Privacy and Access) Act 1997 (ACT) sets out the entitlements of individuals who wish to obtain access to personal information in their health record. Further information regarding access can be obtained by contacting the headspace ACT Service Integration Manager (ph: 6201 5343).
  • Medium of storage – files are electronically stored in the Mental Health Assessment Generation and Information Collection System (MHAGIC) and also on the electronic payment and booking system. Referrals received electronically in the headspace ACT email box are cleared and forwarded within 48 hours. Paper referrals are kept up to one week after receipt in a secure and locked cabinet and once scanned into MHAGIC are then disposed of in University of Canberra secure waste bins.
Visiting Honorary and Adjunct academics, donors, event participants and other individuals with staff-like roles or with offices or other accommodation on campus.
The University of Canberra collects, stores and uses personal information on visiting, honorary and adjunct academics to support the learning, teaching, research and engagement programs of the University. The University also collects information on tenants and other individuals who may be accommodated on campus in staff-like roles e.g. consultants. Some of this information may also be used for identification to facilitate access to University facilities and information and information technology and communication services and for the creation of directories.
Personal contact details for visiting, honorary and adjunct academics, donors, event participants and other individuals with staff-like roles or with offices or other accommodation on campus are also used to administer invitations to university events and to promote fundraising appeals.
  • Content may include – full name; address and contact details; date of birth; gender; occupation; business/organisation information and contact details, academic and professional qualifications, conversation notes, memberships, gift history, participation in University events and details of the nature of the relationship with the University.
  • Sensitive content may include – nil. Classes of people - the personal information on these records relates to current and past visiting, honorary and adjunct academics, donors, event attendees and other persons, being more than 400 individuals.
  • Internal access – staff at various levels in the faculties and Human Resources Unit have access to these records only as required to carry out their duties.
  • Staff in the Advancement Office may have access to visiting, honorary and adjunct academics, donors and event attendees only as required to carry out their duties. Other University staff may have access (on a case-by-case basis) to contact these people for relevant events/activities.
  • Period of retention – the records of honorary, visiting and adjunct appointees are retained during the period of appointment or engagement. The files of past appointees are archived at the end of the appointment. Donor and event records are retained indefinitely.
  • Disclosure – records are not normally disclosed to other parties, except for reporting of research outputs of adjunct academic staff to relevant Commonwealth Departments through ERA.
  • Access – individuals (appointees) can obtain information regarding access to their personal information by contacting Deputy Director, Advancement.
  • Medium of storage – from 2011 the bulk of this information is retained in the electronic alumni database and limited paper files in the Advancement Office. For adjunct appointments, much of the pre-2011 information is retained as paper records. Historical information may be retained in both electronic and paper form. Duplicate information may be held by the relevant Faculty to facilitate contact with the appointee. The Library may duplicate directory information for the purposes of facilitating access to loans and services.
Alumni
The University of Canberra collects, stores and uses past-student information to administer alumni programs. This information is also used to administer electoral rolls. Contact information may be used to facilitate event invitations, the University’s fundraising program and mailings to alumni members of material from external businesses and organisations.
  • Content may include – full name; address and contact details; place of employment and organisation details; date of birth; gender; academic and professional qualifications; details of alumni activities, conversation notes, memberships, gift history and participation in University events.
  • Sensitive content may include – Nil.
  • Classes of people - the personal information on these records relates to approximately 70,000 individuals.
  • Internal access – staff in the Advancement Office may have access to these records only as required to carry out their duties. Other University staff may have access (on a case-by-case basis) to contact alumni for relevant events/activities, and for the purposes of administering elections of graduates to University bodies.
  • Period of retention – the records are retained indefinitely.
  • Disclosure – records are not disclosed to external parties unless specifically authorised by the alumni member.
  • Access – Individuals can obtain information regarding access to their personal information by contacting the Deputy Director, Advancement.
  • Medium of storage – the majority of the information is held in electronic in the alumni database. The Library may duplicate the electronic alumni file for the purposes of facilitating access to loans and services.
Expertise directory
The University of Canberra offers access to an expertise directory, which includes personal information of staff of the University. The directory is used by external parties, especially media organisations, to identify University staff with specific expertise who are willing to participate in interviews and similar activities. The University-provided and supported directory is accessible externally through the University’s website. Individuals chose whether to populate the directory and enter data about themselves.
  • Content may include – full name; contact details; academic and professional qualifications; curriculum vitae; and areas of expertise and interests.
  • Sensitive content may include – Nil.
  • Classes of people - the personal information on these records relates to current employees who have chosen to populate the expertise database.
  • Internal access – Internal access to information is not restricted. Period of retention – the records are retained during the period of appointment. The files of past appointees are removed once advice is received by the custodian of a departure.
  • Disclosure – records are freely accessible by the external community.
  • Access – individuals enter their own information and may access and change that information. The Manager, Media and Communication can also enter information on behalf of academics if requested. (phone +61 2 6206 8677).
  • Medium of storage – information is held by expertguide.com.au and published on the University’s website.
Library – External members
The University of Canberra collects, stores and uses personal information to administer the external membership program of the University Library. The program allows members of the community and members of other universities and partner organisations to borrow material from the Library collections.
  • Content may include – full name; address and contact details; reason for granting of external membership and details of affiliations supporting the granting of membership.
  • Sensitive content may include – Current borrowing record and charges relating to late returns or lost material.
  • Classes of people - the personal information on these records relates to approximately 500 individuals.
  • Internal access – staff in the University Library may have access to these records only as required to carry out their duties.
  • Period of retention – the records of external members are retained for the period of membership. Records of current loans only are held, not returned material.
  • Disclosure – records are not disclosed to external parties.
  • Access – individuals can obtain information regarding access to their personal information by contacting the Loans Desk in the Library (phone +61 2 6201 2953). Individuals can view their personal information online via the Library management system.
  • Medium of storage – the information is held in the Library’s circulation database in electronic form.
Information and communication technology (ICT)
The University of Canberra collects, stores and uses data relating to the University’s information and communication technology infrastructure and services and stores information created by staff and students of the University. Much of the data is access logs, transaction logs, usage figures and destinations recorded automatically as staff and students use ICT facilities and services (e.g. record of web sites visited, computer accounts or physical doors accessed or e-mail destinations) or provided by third parties for accounting and audit purposes (e.g. mobile phone account with dialed numbers listed). The University’s ICT infrastructure also stores the content of documents and electronic communications (e.g. e-mails) created and communicated by or to staff and students of the University.
  • Content may include – full name; contact details; content of e-mails and e-mail destinations; accounts accessed; web sites visited; transactions processed; duration and times of ICT usage; phone numbers called; and the content of files and information created on the University’s servers or transmitted over the University network.
  • Sensitive content may include – Identification and password details.
  • Classes of people - the personal information on these records relates to University staff and students being approximately 11,000 individuals.
  • Internal access – Staff in Information and Technology Management (ITM) services may have access to IT records only as required to carry out their duties or at the request of external authorities (with authorisation). Administrative staff in business units may have access to telephone records in order to reconcile accounts.
  • Period of retention – the records are retained indefinitely. Mobile phone accounts are retained for a period of 5 years.
  • Disclosure – records may be disclosed to: • Australian Federal Police (with authorisation)
  • Access – individuals can obtain information regarding access to their personal information by contacting the Director, ITM Services (phone +61 2 6206 8989).
  • Medium of storage – the information is held in the University’s ICT facilities and offsite backup tape storage facilities in electronic form or, in the case of telephone records, in paper form in the Finance and Business Services Unit.
Childcare
The University of Canberra operates the Wiradjuri Preschool and Childcare Centre on the University campus. A second centre on campus, the Kirinari Early Childhood Centre, is privately operated.
The University of Canberra collects, stores and uses personal information of clients of the Wiradjuri Prechool and Childcare Centre to administer enrolment and payment and care of the children. Some information is also retained for research purposes.
Records created and retained might include:
  1. records relating to attendance of children
  2. records relating to guardianship and carers of children
  3. records relating to emergency contacts for the children
  4. applications and approvals for child care
  5. medical records of children
  6. fees and collection of payment related records including financial institution details 
  7. child personal history files
  8. records relating to attendance and behaviour
  9. records relating to a child's personal development and learning
  10. records relating to excursion permissions
  11. records relating to a child's personal welfare matters
  12. records of accidents and injuries
  • Content may include – full name; contact details; gender; date of birth.
  • Sensitive content may include – physical or mental health and wellbeing; disabilities; racial or ethnic origin; religious affiliation; Centrelink CRNs; financial information; and relationship details.
  • Classes of people - the personal information on these records relates to Centre clients (ie. children) being approximately 50 individuals.
  • Internal access – Staff in the Centre may have access to the records only as required to carry out their duties.
  • Period of retention – the records are retained for the period of enrolment. Records of past enrolees are archived.
  • Disclosure – Records may be disclosed to:
    • Childcare funding and accreditation authorities
  • Access – Individuals can obtain information regarding access to their personal information by contacting the Director, Wiradjuri Preschool and Childcare Centre (phone +61 2 6201 5992).
  • Medium of storage – The information is held in electronic and print form in the Centre.
Suppliers of goods and services and contractors
The University of Canberra collects, stores and uses personal and business information of suppliers and contractors of goods and services to administer the purchase of goods and services and to administer the tendering process.
  • Content may include – full name (personal and business); ABN; orders, invoices and payments; and contact details.
  • Sensitive content may include – tender details; contracts; tax file numbers; financial information; and supply/contract performance.
  • Classes of people - the personal and business information on these records relates to suppliers and contractors of goods and services to the University and number approximately 20,000 individuals and businesses, some of whom are University staff and students.
  • Internal access – Staff in the Finance and Business Services Unit and the Campus Planning and Development Unit may have access to the records only as required to carry out their duties. Staff in business units may access the information to order goods and services and acquit invoices.
  • Period of retention – the records are retained for the period of the business relationship or archived to the University Registry. Financial records are retained for five years.
  • Disclosure – Records may be disclosed to:
    • Australian Taxation Office
    • Internal and external auditors
  • Access – Individuals can obtain information regarding access to their personal information by contacting the Registrar.
  • Medium of storage – The bulk of the information is held in the University’s financial management system. Invoices, leases and contracts may be held as paper files in the Finance and Business Services Unit or the University’s electronic storage system. Information may be held by external bureaus responsible for providing processing services to the University. Information on suppliers of publications and electronic information services to the Library is duplicated in the Library’s information management system.
Student Accommodation
Campus Student Accommodation Campus student accommodation at the University of Canberra is no longer operated and managed by the University. The accommodation is now operated by private service providers. However, the University may collect, store and use personal information about students residing at Student Residences for the purpose of administering occupancy agreements, creating alumni groups, and reporting on the University’s compliance with the National Rental Affordability Scheme.
Records created and retained might include:
  1. Records relating to finances
  2. Records relating to demographic data
  3. Records relating to emergency contacts
  4. Applications for accommodation
  5. Fees and collection of payment related records including financial institution details
  6. Records relating to students personal welfare matters
  • Content may include – full name; contact details; gender; date of birth.
  • Sensitive content may include – physical or mental health and wellbeing; disabilities; racial or ethnic origin; religious affiliation and financial information.
  • Classes of people - the personal information on these records relate to current and past tenants at Weeden and Cooper Lodges, currently 220 individuals.
  • Internal access – staff of University of Canberra have access to the records only as required to carry out their duties.
  • Period of retention – the records are retained for the period of the relationship. Past records may be archived.
  • Disclosure – records may be disclosed to the relevant private operators, currently UniLodge (Weeden Lodge) and the University of Canberra Student’s Association (Arscott House). Records may also be disclosed to the Commonwealth Government.
  • Access – individuals can obtain information regarding access to their personal information by contacting the Manager of Accommodation Services (Ph 02 6201 5925).
  • Medium of storage – the information is retained in electronic and print form by the Finance and Business Services Unit.
Homestay accommodation
The University no longer manages homestay accommodation. However, the University continues to manage approximately 20 homestay students that were not transitioned to the private service providers.
Records created and retained might include 'applications for accommodation'.
  • Content may include – full name; address; date of birth; information about home preferences and dietary requirements.
  • Sensitive content may include – health information, disabilities.
  • Classes of people - the personal information on these records relates to students in University organised homestays and numbers approximately 20 individuals.
  • Internal access – staff in various areas of the University may have access to the records only as required to carry out their duties and support the work of the committees.
  • Period of retention – the records are retained for the period of the relationship. Past records may be archived.
  • Access – individuals can obtain information regarding access to their personal information by contacting the Manager of Accommodation Services (Ph 02 6201 5925).
  • Medium of storage – the information is retained in electronic and print form by the Finance and Business Services Unit.
External Committee members
The University has external members on a number of University committees, boards and assessment, review and accreditation panels. The University of Canberra collects, stores and uses information on the external members to administer such bodies.
  • Content may include – full name; appointment details; service record; attendance record; and contact details.
  • Sensitive content may include – curriculum vitae; financial information (eg. remuneration, travel costs).
  • Classes of people - the personal information on these records relates to external members of University committees and similar bodies and number approximately 70 individuals.
  • Internal access – Staff in various areas of the University may have access to the records only as required to carry out their duties and support the work of the committees.
  • Period of retention – the records are retained for the period of the relationship. Past records may be archived.
  • Disclosure – details of external members may be disclosed to a number of government agencies to satisfy the regulatory and legislative requirements of those agencies. Such information may be reproduced on the public databases of those agencies, for example, directors of companies.
  • Access – individuals can obtain information regarding access to their personal information by contacting the Secretary of Council (phone +61 2 6201 2221).
  • Medium of storage – a record of personal information of statutory office holders is held in electronic and print form in the Audit and Governance Unit and in various business units in the University.
Distribution lists
Members of the community, not being staff or students of the University, may express an interest in receiving information from the University on a regular basis and are included on University mailing and distribution lists. These may include representatives from the media, government, industry, professional associations and related sectors.
The University of Canberra collects, stores and uses personal information to administer the mailing and distribution lists.
  • Content may include – full name; and contact details.
  • Sensitive content may include – relationship with the University.
  • Classes of people - the personal information on these records relates to community members with an interest in the University and may number up to 1,000 individuals at any given time.
  • Internal access – staff in the Advancement Office may have access to the records only as required to carry out their duties. Staff in various business units may have access to local mailing and distribution lists.
  • Period of retention – the records are retained for the period of the relationship. Past records may be archived.
  • Disclosure – Nil.
  • Access – Individuals can obtain information regarding access to their personal information by contacting the Manager, Media and Communication (phone +61 2 6206 8677).
  • Medium of storage – the information is held in electronic and print form in the Advancement, Marketing & Communications and Office and in various business units in the University.
Research participants
The University of Canberra collects, stores and uses personal information on research participants to administer research projects. Approval by the University’s Human Research Ethics Committee (HREC) is required before staff or students commence research projects involving human participants. Approval for such projects depends on the researcher satisfying HREC that participants’ privacy and anonymity are guaranteed.
  • Content may include – All aspects of personal life and affairs, as they relate to a particular research project. Each research project must specify the particular personal information being sought and the uses of that information. It is an ethical research requirement within the University that personal information will not be collected, stored, used for, or disclosed outside of, a research project unless participants have previously given informed consent.
  • Sensitive content may include – Dependent on the research project.
  • Classes of people – research particpants. The number of participants varies with the extent and nature of the research under way in the University at any time.
  • Internal access – research staff in the University may have access to the records only as required to carry out their duties in relation to the specific research project. In the case of student research projects, both the student researcher and the supervisor may have access to particular information.
  • Period of retention – dependent on the nature of the research project. HREC requires researchers to keep data in secure storage at the University for a minimum of five years.
  • Disclosure – dependent on the nature of the research project and the research participant providing specific and informed consent relating to disclosure.
  • Access – individuals can enquire about access to their personal information by contacting the principal researcher or research student’s supervisor for the relevant research project. Alternatively, participants may contact the Director, Research Services (phone +61 2 6201 5414).
  • Medium of storage – the information may be held in electronic and/or print form depending on the nature of the project. All information is held in secure storage in the Faculty or Research Area responsible for the research. During the currency of the project, information may also be held on the researcher’s password-protected computer, including a laptop, until transferred to long-term storage.
Governing Policy and Legislation:
This Digest is supported by:
Supporting Information:
  • University of Canberra: a body corporate established under the University of Canberra Act 1989(ACT).
  • Postal address: University of Canberra, ACT, 2601, Australia.
  • Location: University Drive, Bruce, ACT, 2617, Australia.
The University was established as the Canberra College of Advanced Education by Commonwealth legislation in 1967.
Please note that the Disclosure information refers to the University’s normal policies and procedures. The University may be requested to release information through court orders, which may otherwise not be available for release.
Definitions:
Terms Definitions
Nil