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OVERVIEW

Table of Contents

Table of Contents
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Page Properties
idStatus

Status

Status
colourGreen
titleCURRENT

Classification*

Status
colourGreen
titlePUBLIC

Department

Status
colourGreen
titleALL

Review

Notes

Proofed, DS 9/1/23

*See Information classification policy

...

Excerpt
nameStudent 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 Strategix’s Privacy Policy.

It addresses 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 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 $80 $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.

...

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 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 permission from the student.

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

$260.00

6 months

*Payments must be made prior to the release of information

...

Student Information Release Procedure

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:

...

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 - Request Access to Student Information

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.

Email

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:

...

Additional proof of the request is retained when one of the following methods is 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.

Email

A copy of the email request is saved on the student's 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 student's 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 student's 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.

...

Info

STANDARDS AND REGULATORY REQUIREMENTS

Authority

  • List here

See Funding

Regulatory Documents

  • List here

List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document

Approved By

Name here

Details / Decisions:

...