The information in this site is maintained by Publications, Governance Support Unit
publications@uts.edu.au

•	Act
•	By-Law
•	Rules
•	Policies and Directives
•	Standing Orders
•	Faculty Management
•	Delegations


•	Legislation, Rules and Policies home
•	GSU home

Privacy Management Plan – 3. Specific issues relevant to the agency

3.1 The functions and business of the University

3.2 How does the agency deal with personal information?

3.3 Existing policies and law relating to information

3.1 The functions and business of the University

(Summarised from Section 6 of the University of Technology, Sydney Act 1989.)

3.1.1 The functions of the University include:

the provision of educational facilities at university standard
the provision of courses of study, at Sydney or elsewhere, for part-time or evening students in all fields of study offered by the University
the provision of courses of study at levels of attainment which are appropriate to meet professional requirements, including business, science, human services, design and industry
the dissemination and increase of knowledge and the promotion of scholarship through continuing education, pure and applied research and development, consulting, and technology transfer and management
the conferring of the degrees of Bachelor, Master and Doctor and the awarding of diplomas and other certificates.

3.1.2 In discharging its functions, the University shall:

place particular emphasis on teaching in professional and technological fields
make provision for students who have undertaken earlier studies in technical and further education
make provision for educationally disadvantaged students, and
endeavour to ensure that students are able to attend courses provided by the University at times which also allow them to be engaged in professional practice or other employment.

3.2 How does the agency deal with personal information?

Unit	Key functions	Main use of personal information
Student Administration Unit	Management of student admission, enrolment and progression Maintenance of student records on SAS data base Maintenance of student files	Monitoring student progression Administration of special consideration provisions Dissemination of exam results, transcripts, etc. Assessing eligibility for transport concessions Provision of electoral rolls to Secretariat and Students' Association
Human Resources Unit	Management of staff matters, including employment contracts, progression, superannuation, workers compensation, disciplinary action, appeals Environment, health & safety	Recruitment Tracking of employment histories Job performance evaluation Workers compensation claims Monitoring of leave Provision of staff electoral rolls
Financial Services Unit	Management of the university's financial resources, including accounting systems, salaries, budgets	Payment of staff salaries to nominated accounts Taxation and superannuation obligations Verification of salaries to financial institutions (where staff are applying for loans)
Faculties: Business; Design, Architecture & Building; Education; Engineering; Humanities & Social Sciences; Law; Information Technology; Nursing, Midwifery & Health; Science	Teaching, tutoring and assessment of students Research	Student assessment Course and subject lists Assessment and review of students by Examination Review Committees Assessment of direct-entry applications for enrolment Assessment of scholarship applications Industrial/professional placements Student appeals Monitoring of student progression Assessment of applications for special consideration Assistance for students with special needs by Academic Liaison Officers Assessment of research applications for ethics approval
Institute for International Studies	(as for faculties) Administration of the International Studies program	(as for faculties) Administration of student applications for study at universities overseas
Library	Management and provision of library and information services	Identification of patrons Assessment of patrons' eligibility to use library resources
Equity & Diversity Unit	Providing an environment that is free from harassment and unlawful discrimination; assisting individuals/ groups to overcome social disadvantage	Assessing inpUTS applications for enrolment Handling of grievance complaints Client awareness of special programs
Governance Support Unit	Committee servicing, records management, conduct of ceremonial events, conduct of elections, administering the process of course planning and accreditation, student discipline and appeals	Investigation of student discipline/appeals cases Electoral rolls for staff and student elections Graduand lists
Information Technology Division	Management of electronic systems and databases: capturing, storing, retrieving and disseminating information through automated systems	Audits on student/staff use of systems Granting of access to systems (including Internet)
University Graduate School	Management of applications for enrolment and research scholarships, monitoring students and supervisors	Administration of post graduate enrolment and scholarship applications Mail-outs of student information etc.
Research Office	Provision of information and administrative support to the University's research effort; includes management of research applications and grants, promoting and monitoring ethical practices	Administration of ethics committees
External Relations Unit	Raising and maintaining the university's public profile	Send out promotional material to prospective students, etc. Academic staff contact list for media interviews
International Programs Office	Management of applications from overseas students who wish to enrol at UTS	Processing student applications Assisting with student visas, health cover, etc.
Student Services Unit	Providing advice and assistance to staff or students at UTS; includes personal counselling, student housing, career information and advice	Counselling histories of clients Medical histories of clients Assistance for special needs clients, including briefing of Academic Liaison Officers Administration of student housing Accommodation or financial assistance Professional development Mail-outs of employment information Mail-outs for the campus interview program
Alumni Association	Provision of services to the University (such as financial assistance and awards to students)	Mail-outs to members Granting of financial assistance to students
Office of the Vice-Chancellor	Executive administration of the University High-level appeals and complaints	Relevant personal information on executive contacts (maintained on 'Razor's Edge' database)
Associated entities
UTS Students' Association	Provision of services and information to students	Conduct of student elections Staff employment records
UTS Union	Management of food outlets, sporting clubs etc.	Staff employment records
Sydney Educational Broadcasting Ltd (2SER-FM)	Community broadcast radio station	Lists of financial supporters and user groups Staff employment records
UTS Child Care Inc.	Provision of childcare at City and Kuring-gai campuses	Staff employment records Childcare records
Insearch Limited Insearch Education	Commercial company of the University Provision of language, business, preparatory and other courses	Business and research contacts Staff employment records Student records

3.3 Existing policies and law relating to information

With reference to its holdings of personal information, the University has made provision to comply with the following legislation:

State Records Act 1998 (NSW): the UTS Records Policy, approved by Council in 1999, updates the Records Management and Archives Policy (1993) and addresses the additional requirements of this Act, such as those covering electronic records.
Freedom of Information Act 1989 (NSW): the University has appointed a dedicated Freedom of Information Officer to determine applications made under this Act.

The University also has three policies/guidelines in place which cover most personal information held by UTS:

Policy on Privacy of Student Records: this policy, approved by Council, has been regularly updated since its inception and covers all records, papers, registers, files, documents, photographs, data or information stored in hard copy or electronic form relating to existing or former students of the University.
Employee Records Policy: this policy, also approved by Council, was used as the basis for the Policy on Privacy of Student Records and covers retention, destruction, access and confidentiality of all employee records of past and present employees of the University.
The University has agreed to adhere to these guidelines which cover the retention, destruction, access and confidentiality of research data that may have privacy implications. [To source these publications, see the NH&MRC publictions list.]

The following principles underlie these policies/guidelines:

the University treats personal information as confidential
access to personal information is limited to authorised staff and to the extent necessary for the legitimate business of the University
the University will disclose such information only with the permission of the person concerned, or as required or authorised by law.

In addition, the University anticipated compliance with the Act by adopting the following:

Eleven Data Protection Principles: as endorsed by the NSW Privacy Committee.
Data Protection and Privacy Checklist: (see appendix 9.1) this was formulated in light of an early draft of the Act and is used in conjunction with the above policies.

The Principles and Checklist will be revised in accordance with the Act.

Privacy Management Plan home | Next | Previous