Assessment and Teaching: Access to Student Information

Approving Authority:

1

Preamble

The University holds a large amount of information concerning students in hard-copy and computerised forms. This information is used both for internal use in connection with the University's academic programs, and for meeting the statutory reporting requirements of external bodies such as the Commonwealth Department of Education, Science and Training.

For the purposes of this policy student information is considered to be information (hard-copy and computerised forms) not in the public domain which identifies a student and which is capable of being associated with a particular student. Some information is collected from students, while other information is generated by the University in the course of its activities (e.g. examination results). Examples of student information include home address, home telephone number, date of birth, admission details, enrolment details and academic performance.

A student file is an official University file and is the prime repository for correspondence and documentation relating to a student's enrolment in the University. Student files are held on behalf of the Deputy Vice-Chancellor (Academic), and stored in the University's electronic records management system or in the University Archive.

2

Principles

Student information should be collected only where it is necessary to carry out a particular function or administrative activity. Where the information is not required for any specific purpose, it should not be collected. Where information is collected for a particular purpose, it should not normally be used for any other purpose.

Students are regularly surveyed by the University in connection with their studies for the purpose of monitoring and improving the programs and services it provides. The University is concerned therefore to ensure that students are not overburdened with surveys.

Student information should be treated as confidential, and should not be disclosed to anyone but Flinders University staff who have a demonstrated need for this information to carry out their duties. There are several important exceptions to this principle and these are detailed in section 4 below.

A confidential record is any record which is marked thus by the author and/or is considered to be so by the Deputy Vice-Chancellor (Academic) or nominee.

3

Student Access

A student may view his or her student file only in Enrolment Services and in the presence of a staff member of that office. A student will not be permitted to view any document which is marked confidential or which contains information on another student, but will be provided with a brief description of any such document or with a copy of the document with information regarding other student(s) deleted. Charges for photocopies of documentation required by the student may be levied.

A student may directly view, via the web, a limited amount of the information which is held on the University's Student Information System. This includes the student's own personal contact details, as well as enrolment and examination result details. Requests to view additional information held on the University's Student Information System should be directed to the Manager, Enrolment and Student Finance. This information may only be viewed in the presence of a member of staff.

4

Other Access

As a general rule, information not publicly known and which concerns students should not be disclosed to anyone but Flinders University staff who have a demonstrated need for this information to carry out their duties. There are several exceptions to this general rule:

4.1

Disclosure to third parties only with the consent of the student concerned

Student information may be disclosed to third parties with the consent of the student concerned. Such consent should be given expressly and in writing.

If an enquiry concerning a student's record is made by a person or body clearly having a valid reason for seeking the information, eg another university or a prospective employer forwarding details of the record as furnished to the enquirer by the student, the enquiry should be referred to the Manager, Enrolment and Student Finance, who will, if appropriate, verify the record so furnished.

4.2

Staff of an associated or affiliated institution or organisation

Staff of an associated or affiliated institution or organisation who have a demonstrated need to access student information in order to carry out their duties may be given access to student information on the authority of the Deputy Vice-Chancellor (Academic). Such access will be limited to only that information which the Deputy Vice-Chancellor (Academic) considers appropriate to meet the need.

4.3

Requests associated with bona fide research activities

The University is willing, having regard to available resources and taking into account the extent of the work and any possible impact on University surveys, to assist bona fide researchers (staff and research higher degree students of the University or in special circumstances outside organisations and individuals) to undertake projects which will require access to student information held on the University's Student Information System.

Staff or students who are considering undertaking research which will require access to student information held on the University's Student Information System should take early steps to ascertain:

• the feasibility of obtaining the information and associated costs. Initial enquiries should be directed to the Head, Student Systems and Enrolment; and

• the likelihood of the project being approved by the University's Social and Behavioural Research Ethics Committee. Initial enquiries should be directed to the Secretary of the committee.

Under no circumstances will projects which involve, at the initial stage, the researcher contacting students directly be supported. The University will distribute materials to students on behalf of the researcher. However, all costs, including staff time spent on extracting the information, staff time spent on preparing and distributing materials and postage costs, must be met by the researcher. The materials must contain a clear statement of purpose, and responses must be entirely voluntary and made directly to the researcher. The University will provide no other follow-up or forwarding services.

All requests to access student information held on the University's Student Information System for research purposes must be lodged in writing with the Director, Academic and Student Services must include:

• a statement explaining the purpose of the research project;

• a clear description of the information set required;

• details of feasibility of obtaining the information and associated costs;

• a copy of the survey instrument (where applicable); and

• confirmation of the approval of the project by the University's Social and Behavioural Research Ethics Committee (where applicable).

4.4

Disclosure of student information under statutory or other legal authority

In some cases, legislation has conferred upon certain public organisations and officers the right to demand and receive student information, even though it would otherwise be regarded as confidential. Examples include professional registration boards/authorities, the Commonwealth Department of Education, Employment and Workplace Relations, Centrelink, the Australian Taxation Office, Department of Immigration and Citizenship, and AusAID.

The University must also provide information concerning a student if required to do so under a Court order. Such requests are dealt with by the Director, Academic and Student Services.

In addition, the University may be required to release information to State and federal police where a student is reasonably suspected of having committed a criminal offence, or can assist in the prevention or solving of a crime, or in the case of an emergency. Such requests must be directed to the Manager, Enrolment and Student Finance. In all cases, the bona fides of the person requesting the information will be confirmed before any information is released.

4.5

Freedom of Information

The University complies with the provisions of the South Australian Freedom of Information Act 1991. Any request for information concerning a student or former student made under the terms of the South Australian Freedom of Information Act 1991 must be referred immediately to the University's Freedom of Information Officer.