Confidentiality of students' personal information (policy A.46)
Our responsibilities explained
Relevant documents
- Policy A.46 Confidentiality of Students' personal information
- University of South Australia Code of Ethical Conduct
- University of South Australia Code of Good Practice: Student Behaviour
The University collects and holds personal information about all of its students and it's important that this information is only used for a purpose to which it is relevant. Staff have both a legislative and ethical responsibility to maintain the confidentiality of students' personal information. Privacy is a vital part of the University's relationship with its students, and it is important that we act appropriately when collecting, using or disclosing information that has been provided with an expectation that confidentiality will be respected. Our ready access to so much information about our students means that it's important all staff are familiar with their responsibilities in this area.
The student record system (Medici) is the primary source of information concerning personal information such as name, address, telephone number, date of birth, academic progress, payment of student fees. The University is obliged to provide some information about students to various Government agencies and this is clearly explained in the policy. Specifically we have compliance responsibilities with requests under the Higher Education Support Act 2003, the Privacy Act 1988 and the SA Freedom of Information Act 1991. It is therefore important for staff to carefully consider what information might be kept in local areas in relation to students. When local or extract databases from the main student system (Medici) are used, it is important that staff act according the guiding principles of this policy to protect the rights of individuals but comply with legislation if required to do so.
The following is regarded as personal information:
- Personal details: name, student ID number, contact information, age, nationality, enrolment status, digital images, etc.
- Academic records: course and enrolment details, assessment results, academic standing.
- Personal welfare information: emergency contacts, medical reports, financial information, health insurance information.
- English language proficiency information
- Visa details: the details of the Department of Immigration and Citizenship office where the application for a student visa was made or is expected to be made; and if the student holds a student visa, the number of the visa; and once studying in Australia, the student's local Department of Immigration and Citizenship office.
- Passport details: if the student was in Australia when he or she became an accepted student, the student's passport number.
- Breaches of student visa conditions relating to attendance or satisfactory academic performance.
The UniSA Code of Ethical Conduct cites the standard of maintaining confidentiality of information, and not using such information to the detriment of the University or it stakeholders. The Code of Good Practice Student behaviour acknowledges the right of students as having 'an equal opportunity to learn' and a 'right to privacy and confidentiality'. In the interests of maintaining these standards it is important to ensure that information is treated in the right way, is shared appropriately between staff members when there is a requirement to reveal information, or there is a concern about a student and their well being. The following are examples which can or have lead to a breach of confidentiality, staff should be aware of these when considering the administrative arrangements that will support the delivery of their courses and the provision of feedback to students:
- Student ID numbers, signatures and full names should not be
included on group assignment cover sheets - whilst this is seen as
low risk it was easy to change the template to ensure mail ID is
used as a secondary reference point for identification
Assignment Coversheets Information from the Learning and Teaching Unit - In the case of email feedback to groups of students care should be taken not to use the Student Identification number, but simply the name and/or mail ID. Individual feedback to a student should only be sent to the individual via their UniSA email address and not included as part of a group email
- Results of progressive assessment items posted on notice boards or doors should be avoided but if necessary should not have student names included
- If an employer contacts UniSA for a personal reference concerning a student there must be explicit permission given by the student and the staff member must also be willing to do this (employers may verify UniSA academic awards at the award verification website.)
- Email trails with personal student information should not be disclosed to external organisations (where there is a long email make sure you examine the content before forwarding an email for further comment). If police or other authorities are seeking information about a student, these requests should be referred to either Campus Security or the Director: Student and Academic Services. There are strict processes involved in what and when information can be provided to the police but we will ensure a duty of care to students is a paramount consideration.
- It is important to ensure that care is taken to protect the privacy of students and to comply with the standards of good practice noted above; Campus Central Team Leaders may be contacted if there is concern about the sensitivity of information that is either required or should be included in a student file.
- Personal information about students cannot be provided to other higher education providers unless it relates to verification of student's academic results and this must be done through Student and Academic Services, generally as part of the admissions process or for credit applications or verifying transcripts. This also extends to organisations such as OUA, as they are an agent and whilst the student has an enrolment relationship with OUA, their academic relationship is with each provider. The record is therefore UniSA's and should remain with UniSA.
For more information please contact the SAS Policy Team.
Lucy Schulz
Director: Student and Academic Services
February 2009