OVERVIEW

Table of Contents

Table of Contents
1.1 Student Records Management 2 Student Records Management Policy 2.1 Storage Method 2.2 Administration 2.3 Destruction of Information

Status	CURRENT
Classification*	PUBLIC
Department	ALL
Review	Mar 11, 2024
Notes	Need to check all the requirements for each state/funding and remove any that don’t apply any more

*See Information classification policy

PUBLIC-FACING

Student Records Management

Strategix is committed to maintaining complete and accurate records of its students’ administrative and academic activities. Strategix regards the authenticity, integrity and currency of its student records as paramount and has secured hardcopy and electronic systems in place to ensure student records are managed in an efficient and secure manner.

Student records may be in multiple formats including electronic, hard-copy, emails, spreadsheets, legal contracts and agreements. Student records pertaining to academic, financial and administrative requirements are recorded and stored securely on a web-based Student Management System, which is backed up daily.

Senior Management, in consultation with administration staff, are responsible for ensuring that entry of all student records is accurate. This includes student enrolment forms, fees paid, refunds made and assessment results. An internal audit of all operational procedures including student records is undertaken regularly.

POLICY

Student Records Management Policy

Strategix has a responsibility to maintain and store student records/information for the purposes of daily functions/use, re/issuing certifications, AVETMISS reporting, audit evidence etc. Strategix ensures its records are managed in line with the following governing/regulatory bodies:

The Standards for RTOs 2015
Australian Skills Quality Authority (ASQA)
Privacy Act and the Australian Privacy Principles
State Training Authorities.

Student related information held by Strategix may include:

Personal Details (Name, address, email address etc.)
Personal Documents (Drivers licence, concession card etc.)
Academic Records (Course details, assessments, results, certificates etc.)
Employer (Company name, MOU’s, agreements etc.)
Working with Children information (kept on the register) – See Working with Children Records Management (below).

Details surrounding the collection methods, use of and security of student information is outlined in Strategix’s Privacy Policy

Storage Method

Student records are stored in one or more of the following locations/methods:

Storage Method	Student Record
Strategix’s File Server	Scans of paper Enrolment forms and Declarations Scans of paper Assessments Training Plans Record Books Vocational Placement Agreements Historic Student Management System files.
aXcelerate	Enrolment evidence (enrolment form or enrolment notes, CRICOS items etc.) Eligibility Evidence (State funding, VSL, etc.) AVETMISS Data Attendance evidence Vocational Placement Agreements Working with Children evidence Communication with students Assessment outcome/results Certificates/Statement of Attainments Fee/Payment History and Evidence.
Cloud Assess	Assessments Participation evidence Vocational Placement Agreements Working with Children evidence.
Moodle	Assessments Participation evidence.
Physical Files	Enrolment Forms Enrolment Evidence State Forms/Evidence Training Plans Record Books Vocational Placement Agreements Diploma of Nursing students assessments and professional experience placement records.

As a Skills Assure Supplier, we must notify the Department if there is a change to the location of our physical records as well as the storage location of our electronic systems no later than 5 business days after the change by completing the Skills Assure Supplier Location of Records form which is available on the DTET website - Contract Management. Completed forms can be submitted to Contract Management via email to contractmanagement@DTET.qld.gov.au.

Administration

Enrolment data entry may be carried out by the student through automation and/or by Administrative Assistants, as per the Enrolment Policy and Procedure
Assessments results are entered into aXcelerate, through automation (electronic assessments) or by an administrative assistant where automation is not available as per the Student Results Data Entry Procedure
Paper assessments are archived as per https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3121872931
Qualifications and Statements of Attainment are issued through automation as per the Issuance Policy and Procedure
Students may request access to their student records through the Student Authority to Release Information Form on aXcelerate as per the Student Information Request Policy and Procedure.

Destruction of Information

Physical/Paper documents are destroyed, and electronic files are deleted once the designated retention timeframe has passed. Storage and destruction timeframes/requirements are outlined in Storage and Destruction Requirements below.