Student Information Release Policy and Procedure
OVERVIEW
Table of Contents |
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Status | CURRENT |
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Classification* | PUBLIC |
Department | ALL |
Review | Mar 11, 2025 |
Notes | Proofed, DS 9/1/23 |
PUBLIC-FACING
POLICY
Student Information Release Policy
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 $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.
Student Information Release 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 are maintained in accordance with Strategix’s Privacy Policy.
Nature of 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 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 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.
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 the guardian or parental consent will be obtained prior to information release.
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 | $260.00 | 6 months |
*Payments must be made prior to the release of information
Academic records include:
Enrolment details
Course details
Subject outcomes
Certification issued.
Student files include:
Enrolment documentation
Participation evidence
Submitted assessments
Training record book.
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:
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.
Verification of Identity
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. |
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:
Who will receive the information (the student or a third party)
What information they need
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:
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 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.
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 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.
Request Access to Student Information (Form).
Authority |
| See Funding |
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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: |