*See Information classification policy

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PUBLIC-FACING

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POLICY

Student Information Release Policy

Excerpt
name Student Information Release Policy - Handbook
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

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Strategix’s Privacy Policy. It addresses

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two areas: Providing students access to their: Training records (Certificates and Statements of Attainment) Assessment. Providing information to third parties, including: Department of Education Government departments (Centrelink, Job Active Providers, Police) Employers and recruitment agencies Parents/Guardians/Spouses. Nature of Requests The nature of requests for information

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is limited to: Attendance details Academic progress e.g. assessment results Personal details e.g. address, telephone numbers, USI Student support needs Visa information and compliance Enrolment status Reprint of certificates/ statements of attainment Completed assessment materials and student file/s. Age of Students Students over 18 years of age: Information will not be released without prior consent from the student except in extraordinary circumstances Privacy laws give the student the right to consent to disclosure without parental consent and information will not be released without prior consent from the student except in extraordinary circumstances. 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. Cost A cost of

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$260.00 is required to be paid prior to the retrieval and issuance of a student file. Access to Records and Files Students may access their: Academic records up to 30 years after the completion of their course of study Student files up to 6 months after the completion of their course of study. Academic records retained include: Enrolment details Course details Subject outcomes Certification issued. Student files retained include: Enrolment documentation Participation evidence Submitted assessments Training Record book.

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PROCEDURE

Student Information Release

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Procedure

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 are maintained in accordance with Strategix’s Privacy Policy.

Nature of

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Requests

The nature of requests for information may include (but is not limited to):

• Attendance details

• Academic progress e.g. Assessment results

• Personal Details e.g. address, telephone numbers

• Student Support needs

• Visa information and compliance

• Enrolment status

• Reprint of Certificates/Statements of Attainment

• Completed assessment materials and student file/s.

Disclosure of

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Information

Strategix will not disclose information for any other purpose other than the primary purpose unless:

• The secondary purpose is related to the primary purpose of collection and the student would reasonably expect Strategix to use or disclose the information

• The student has consented to the release of the information

• Strategix has confirmed the identity of the individual consenting to the release of information (refer to 100 Point Identification Check).

• The student concerned is reasonably likely to have been aware , or has been made aware that information of that kind is usually passed to that person, body or agency

• Strategix reasonably believes that the use or disclosure is necessary to lessen or prevent serious and imminent threat threats to an individual’s life, health or safety or a serious threat to public health or safety

• Strategix believes that the use or disclosure of the information is reasonably necessary for the prevention, detection, investigation, prosecution or punishment of criminal offences, breaches of the law, or serious improper conduct.

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title 100-Point Identification Check
100-Point Identification Check 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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• Students over 18 years of age – information will not be released without prior consent from the student except in extraordinary circumstances

• Students under 18 years of age – privacy laws give the student the right to consent to disclosure without parental consent and information will not be released without prior consent from the student except in extraordinary circumstances

• Where a student has an Intellectual Disability and is unable to judge the consequences of disclosure the guardian or parental consent will be obtained prior to information release.

Disclosure to

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Third Parties and

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Organisations

*Students provided provide 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 permission from the student.

Access Timeframes and Costs

*Payments must be made prior to the release of information

Academic Records records include:

• Enrolment details

• Course details

• Subject outcomes

• Certification issued.

Student Files files include:

• Enrolment documentation

• Participation evidence

• Submitted assessments

• Training Record record book.

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PROCEDURE

Student Information Release Procedure

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	Steps	Person Responsible
1	Request	Student, Administrative Assistant
2	Proof/Confirmation of Request	Student, Administrative Assistant
3	Release of Information	Administrative Assistant
4	Record Details	Administrative Assistant

Request

Requests for access may be provided through one of the following methods:

• The Request Access to Student Information (Form) on the website

• Email - enquiries@strategix.edu.au

• Over the phone - 1300 872 464

• In-person - 3946 Pacific Highway, Loganholme QLD 4129.

If a third party requires student’s information, the third party must organise for the student complete a request on their behalf.

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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.

Details of Request

All requests should outline what is needed and where it is to be sent:

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Prior to the release of any information Strategix records and informs students of all requests by providing the student with a “Release of Personal Details - Confirmation Email”, this is sent through aXcelerate and recorded on the students student's file.

Additional proof of the request is retained when one of the following methods are is used to request information. :

*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.

Release of Information

The request for information is sent internally (within Strategix) to the appropriate course coordinator who will review the request and contact the student to organise/process payment (if applicable).

Where a student is does not prove their Identity identity in person or through the 100-Point Identification Check, there will be a minimum of a 24-hour delay before the information is sent.

The 24hr 24-hour delay is triggered from the point where the Release of Personal Details - Confirmation email is sent to the students student's email which they used upon signup notifying them of the request for the release of information. This provides individuals with an opportunity to contact Strategix if the request for information was not provided by themselves.

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RELATED DOCUMENTS:

• STG 1.027 - Strategix Privacy Policy

• Request Access to Student Information (Form).

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STANDARDS AND REGULATORY REQUIREMENTS

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