Queensland University of Technology CRICOS No J Ethical Use of Confidential Student Information Student Success Program Training

CRICOS No J a university for the world real R What governs my conduct as a QUT employee? The Manual of Policies and Procedures (MOPP), B/8.1 establishes the QUT employee code of conduct MOPP F/9.1 establishes QUT’s privacy policy The code of conduct (B/8.1.5) requires that all employees comply with the privacy policy: “University officers must respect the privacy of others when they collect, access or use personal information in the course of their University duties or activities, and must not disclose personal information except as permitted by QUT's privacy policy”

CRICOS No J a university for the world real R Use of personal information F/9.1.6: –Requires you “to use information only in circumstances where it is relevant, and provided that it is used only for the purpose for which it has been collected or a directly related purpose. This is the responsibility of all staff.” Additionally, F/9.1.7: –“Staff must not disclose personal information to individuals or organisations outside the University.”

CRICOS No J a university for the world real R What does this mean? You have access to personal information (through QUT Virtual, Outreach, and informal channels) about QUT students only for the specific purpose of your role as a Student Success Advisor. You are not to use this information or this access for any other purpose. You must not disclose this information to anybody outside the Student Success Program.

CRICOS No J a university for the world real R What is personal information? Student/staff number Contact details - address, phone number, Academic history Equity information - including whether the student is: –Aboriginal or Torres Strait Islander –Disabled –Receiving financial support Anything a student discloses in communications with you (including phone calls and s)

CRICOS No J a university for the world real R What is not personal information? The only information in QUT Virtual which is considered public is QUT’s register of graduates F/9.1.9: –“Information concerning a person's status as a graduate of the University is available to any member of the public upon formal request to the Student Business Services Department. The only details confirmed are the graduate's name (as recorded in QUT systems), the degree conferred or to be conferred and the date of conferral.” –“No other personal information is regarded as being on a public register.” Note: requests to you are not formal requests, so you should still treat this information as confidential.

CRICOS No J a university for the world real R Do’s and Don’ts Do share personal information with QUT Counselling Services when you refer a student Do use personal information to do your job effectively Do your best to establish the accuracy of personal information before using it Do not share personal information with friends, other students, family, or any external person Do not use personal information for other purposes (e.g. in your studies, student activism, or any other non-SSP purpose)

CRICOS No J a university for the world real R More Don’ts (sorry) Do not log into QUT Virtual or Outreach from a public computer (e.g. a computer in the library or student laboratories) Do not share your QUT Access password with anybody Do not print out personal information and remove it from your work area Do not leave personal information unattended

Queensland University of Technology CRICOS No J Questions? Discussions? This is a complex issue - there are no dumb questions! You won’t get in trouble for asking!