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OVERVIEW |
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PUBLIC-FACING |
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POLICY |
Student Information Release Policy
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This policy details information around the disclosure of and access to academic records and student files collected by Strategix in relation to past, present and prospective students. It ensures that the security of student information is maintained in accordance with Strategix Privacy Policy. It addresses 2 areas:
Nature of RequestsThe nature of requests for information are limited to:
Age of StudentsStudents over 18 years of age:
Where a student has an intellectual disability and is unable to judge the consequences of disclosure, guardian or parental consent will be obtained prior to information release. CostA cost of $80 is required to be paid prior to the retrieval and issuance of a student file. Access to Records and FilesStudents may access their:
Academic records retained include:
Student files retained include:
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Policy:
This procedure applies to past, present and prospective students regarding the disclosure of and access to student details, academic records and student files collected and maintained by Strategix. It is to ensure privacy, confidentiality and security of student information is maintained in accordance with Strategix’ Privacy Policy.
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Disclosure to third parties and organisations
Party/Organisation | Reason |
Centrelink | Can request information regarding student details under section 196 of the Social security Administration Act 1999.* |
Police | Requests to the police must be in writing. Exceptions may arise in an emergency. Verification of police identity must occur. |
Job Network Providers | Job Active Providers provide referrals and payment for students are entitled to attendance and student outcomes.* |
Employers | Where the student is engaged by their employer, information regarding attendance and results may be given.* |
Australian Apprenticeship Centres | Apprentice/Traineeship students, information regarding attendance and results may be given.* |
State Regulators | Where a student receives government funding, information regarding enrolment and training activity data are given.* |
The Australian Skills Quality Authority (ASQA) | Students completing Nationally recognised training, information regarding enrolment and training activity data may be given.* |
National Centre for Vocational Education Research (NCVER) | Students completing Nationally recognised training, information regarding enrolment and training activity data are given.* |
Commonwealth officers and the Secretary | VET Student Loans (VSL) program student’s information is shared with the secretary responsible for the administration of VSL.* |
Schools | Student enrolled into school initiated course/training, Strategix may be required to disclose information related to the course.* |
*Students provided permission for Strategix to collect and distribute information to parties directly involved in their training and assessment as part of their enrolment declaration. These organisations may access students information free of charge and be distributed without any further permissions from the student.
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Access Timeframes and Costs
File/information | Cost* | Time kept on file |
Academic Records (Paper) | $20.00 | 30 years |
Academic Records (Electronic) | Nil | 30 years |
Student Files | $80.00 | 6 months |
*Payments must be made prior to the release of information
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Enrolment documentation
Participation evidence
Submitted assessments
Training Record book.
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PROCEDURE |
Procedure:
Steps | Person Responsible |
Request | Student, Administrative Assistant |
Proof/Confirmation of Request | Student, Administrative Assistant |
Release of Information | Administrative Assistant |
Record Details | Administrative Assistant |
Request
Requests for access may be provided through one of the following methods:
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To ensure information remains confidential Strategix staff members are required to identify an individual as to who the information belongs, prior to its release.
Request method | Verification Method/s |
Website form - | The website form has mandatory identity verification questions to verify the identity of an individual requesting the information. The student will also receive a phone call from Strategix to confirm they submitted the form. If the student is unable to complete the required details or they do not match their profile, additional questions can/will be asked in the call prior to the release of any personal information. |
Upon receiving an email request, Strategix will follow up with a phone call and ask challenge questions to verify identity. | |
Over the phone | During the call, the Strategix will ask challenge questions to verify identity. |
In person | Requests made in person require the student to provide photo identification or if they are unable to provide identification they will be asked the challenge questions and provide another form of identification (i.e. Medicare card). |
Details of Request
All requests should outline what is needed and where it is to be sent:
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Additional proof of the request is retained when one of the following methods are used to request information.
Request Method | Evidence of Confirmation Method |
Website form | A copy of the form is sent to the student and it is also recorded on the student’s profile. |
A copy of the email request is saved on the students file. | |
Over the phone* | A template is completed during the phone call with the student and the student is sent a copy of this after the call. A copy of the email is saved on the students file. |
In person | A template is completed during the conversation with the student and the student is sent a copy of this once it is completed. A copy of the email is saved on the students file. |
*All phone calls are recorded (unless requested otherwise), any requests/challenge questions done over the phone will be kept for when/if needed in future.
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Identification must be current and should include at least one type of photographic ID and identification that contains a signature and date of birth.
Document | Points |
Primary documents Birth Certificate Citizenship Certificate Current Australia Passport Expired Australian Passport which has not been cancelled and was current within the preceding two years Current passport from another country or diplomatic documents | 70 |
Secondary documents – must have a photograph and a name. The first item from this list is worth 40 points. Any additional items used are worth only 25 points each Current driver photo licence issued by an Australia state of territory Identification card issued to a public employee Identification card issued by the Australian or any state government as evidence of a person’s entitlement to a financial benefit Identification card issued to a student at a tertiary education institution | 40 |
Document – must have name and address Document held by a cash dealer giving security over property A mortgage or other instrument of security held by a financial body Council rates notice Document from current employer or previous employer within the last two years Land Titles Office record Document form the Credit Reference Association of Australia | 35 |
Document – must have name Current credit card of account card from a bank, building society or credit union Current telephone, water, gas or electricity bill Foreign driver’s licence Medicare card Electoral roll compiled by the Australian electoral Commission Lease / rent agreement Current rent receipt from a licensed real estate agent Records of a primary, secondary or tertiary education institution attended by the applicant within the last 10 years Records of a professional or trade association of which the applicant is a member | 25 |
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STANDARDS AND REGULATORY REQUIREMENTS |
Authority |
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Regulatory Documents |
| List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document |
Approved By | Name here | Details / Decisions: |
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