Privacy Policy
Privacy Policy for Students
Policy Owner: College Director & Principal
Contact Officer:Director of Finance & Administration
Policy Number: QBIPO005
Approved by:Senior Management Group
Date Approved:December 2007
Last Reviewed:August 2010
Related Policies:
Overview
Curtin College's Privacy Policy has been developed in accordance with the Commonwealth Privacy Act 1988 and the Privacy Amendment (Private Sector) Act 2000.
Organisational Scope
Curtin College's role as an education provider requires the collection, storage and use of personal information relating to its students. Personal information can be collected and stored in electronic and/or paper format.
Privacy considerations apply to a great deal of information Curtin College may hold about our applicants, including personal data (address, age, enrolment status, etc), academic progress (examination results, evaluation and assessment and academic standing) and personal welfare (family matter, medical matters, financial matters, attendance etc).
Definitions
Personal Information: is any information needed to allow an individual to be identified eg. Name, date of birth, staff or student identification numbers etc.
DEST: Department of Education, Science and Training. The Australian government agency responsible for developing and implementing education policies.
DIAC: Department of Immigration and Citizenship: The Australian government agency responsible for issuing students with visas.
AUSAID: Australian Agency for International Development (AusAID): The Australian Government's overseas aid program is a federally funded program that aims to reduce poverty in developing countries.
DET: Department of Education Training: The Australian government agency responsible for planning the long term development of the State's training system to meet the current and future needs of the industry, the community and regional areas.
Centrelink: Is an Australian Government Statutory Agency, assisting people to become selfsufficient and supporting those in need.
Policy Principles
Students are entitled to protection of their privacy. Curtin College recognises its obligation with regard to the collection, storage and use of students' personal information and will take necessary measures to ensure privacy is protected.
All information collected is for the purpose of the operations of the College, or where dictated by legislative guidelines.
All students have the right to access their personal information held by the College.
Policy Content
Personal Information
Personal information kept by Curtin College on each student covers:
- Personal details (such as names, gender, addresses, date of birth, country of residence, allergies & illness)
- Academic qualifications
- Letter of Offer and Acceptances
- Passport, visa and OSHC details (if provided by the student)
- IELTS & TOEFL scores
- Employment history
- Enrolment details
- Attendance records and medical certificates/explained absence forms
- Parent or Guardian details (if provided by the student)
- Financial Details
Curtin College staff may require access at times to personal information about students. To the extent that the information is private, the College will restrict access to those staff who may need the information in order to carry out their responsibilities in the personal and/or academic interests of students.
Other than to confirm that individuals are, or have been, a student at the College, Curtin College will not disclose personal information about students to other students, to people outside of the College (other than in accordance with any legal or academic obligations) or to staff who have no need of access to the information, unless students advise the College in writing, that they have given permission.
For students 18 years of age and over, Curtin College does not release any information it holds about students, including the address, or results, even to parents or close relatives, without permission.
Disclosure of Personal Information
There are some exceptions to the general application of this policy, some of which are obligations imposed by law on Curtin College. These include the following:
- Informing Austudy of enrolment details (but not results);
- Releasing statistical information to the Department of Education, Science & Training (DEST);
- Releasing information relating to Fee-Help obligations to the Department of Education, Science & Training (DEST);
- Tuition Assurance Schemes and the ESOS Assurance Fund Manager.
- For overseas students, Curtin College provides the Department of Immigration and Citizenship (DIAC), AusAID, and DEST, with certain information which it is required to release;
- Curtin College may be asked to provide information to Centrelink;
- Curtin College may release to the Department of Education Training (DET) an academic progress and graduate status for those students for whom DET is a potential employer. Such information will be treated by DET as confidential;
- If a student is alleged to have committed an offence, the College may be requested to assist the police or other authorized persons by providing personal information about that student for enforcement of the law;
- If a student transfers to another tertiary institution Curtin College may release to that institution information about the academic progress at the College, although normally the student will have consented to this in their application to the new institution;
- Disclosure information as necessary to prevent or lessen a serious and imminent threat to the life or health of the student or of another person.
In rare circumstances information in regard to an individual may be disclosed where:
- there is a serious and imminent threat to a person's life, health or safety;
- there is a requirement under law, or authorised by law, or
- there is a requirement under an enforcement body.
Student Access to Personal Information
All students can access their personal information held by Curtin College. Current students can access personal information via the secure Student Portal.
For security reasons requests to view other information not held on the portal must be in writing by completing a 'Request to view student personal information' form. Once this has been completed an appointment will be arranged between the student and the Student Services Manager (or nominee). During this meeting the student will be shown the complete student file and all notes the College has on record. We will also answer any questions the student may have.
Administrative procedures
Curtin College provides a policy library which includes policies of particular importance to student life. Students are strongly recommended to visit the Curtin College Policy Library at: Policies and Procedures
Administrative and Sessional staff will be provided with this policy at induction.
All staff will be informed of any changes to this policy by their respective line managers.
Appendices
Application for an Informal Appeal of a Result
Application for a Formal Appeal of a Result
'Request to view student personal information' form.
If you have any questions about this privacy statement, the practices of this site, or your dealings with this site, you can contact: info@curtincollege.edu.au
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Colleges of Business and Technology (WA) Pty Ltd trading as Curtin College
WA CRICOS Provider Code: 02042G
NSW CRICOS Provider Code: 03200A
NTIS Provider Code: 51879
Curtin University CRICOS Provider Code: 00301J
ABN 13 092 155 970
Curtin College is a wholly-owned subsidiary of Navitas Limited