Student Information Request 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 ensures that the privacy, confidentiality and security of student information is maintained in accordance with Strategix’s Privacy Policy.

Nature of Requests

The nature of requests for information may include (but are 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 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 step 1 in the procedure)

• 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 a serious and imminent threat 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.

Under 18

• 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, guardian or parental consent will be obtained prior to information release.

Disclosure to Third Parties and Organisations

*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

*Payment must be made prior to the release of information

Student Information Request Procedure

Request

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

• Request Access to Student Information (Form)

• Email - enquiries@strategix.edu.au

• Over the phone - 1300 872 464

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

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

Verification of Identity

To ensure information remains confidential, Strategix staff members are required to verify the requester’s identity, prior to releasing any information.

Details of Request

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

• Who will receive the information (the student or a third party)

• What information is required

• Where to send the information (i.e. email address, physical address etc.).

Proof/Confirmation of Request

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 student's file.

Additional proof of the request is retained when one of the following methods 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 does not prove their 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 24-hour delay is triggered from the point where the Release of Personal Details - Confirmation email is sent to the student's email. This provides individuals with an opportunity to contact Strategix if the request for information was not provided by themselves.

Record Details

Once identity has been confirmed or a minimum 24 hours has elapsed since the Confirmation email is sent, the request will be actioned and recorded on the student’s file.

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.