| Unit |
Procedure |
Problem |
Solution |
Timeframe |
| Student Administration Unit |
Completion of statistical information on enrolment form |
Enrolment form not compliant with IPP 3 |
Add statement to inform students that completion of statistical information is a statutory requirement, that disclosure is in statistical form only, that the information will not be used for any other purpose and that the form will remain strictly confidential. |
Feb 2001 |
| Some faculties and units |
Storage of, access to and transfer/ delivery of student and staff records |
Lack of security; unnecessary duplication of personal files |
Upgraded security of file storage; secure transfer and delivery of personal files; files to be locked away at end of business; files not to be left unattended on desks; password protection on screen savers; review necessity to retain duplicate staff/student files. |
Feb 2001 |
| Some faculties |
Not disposing of material at end of semester (examination papers, student lists, etc.) |
Non-compliance with IPP 5 |
Reminders at end of semester to dispose of personal information that is no longer required; provision of security bins for exam papers, etc. |
Nov 2000 |
| Some faculties |
Storage of confidential research data |
Inconsistency of procedures |
Data to be stored according to specified procedures regarding security, location and long-term preservation. |
July 2001 |
| Equity & Diversity Unit |
Confidentiality of client interviews |
Lack of security for oral transmission of personal information |
Installation of adequate soundproofing in Unit offices. |
Dec 2001 |
| Some units |
Supplying personal information to a third party for the provision of a service to the University |
Possibility of non-compliance with IPP 5 |
All contracts with third parties must specify in writing that personal information is to used solely for the purpose for which it is supplied to that party, and that the information is to be disposed of securely after use or returned to the University. |
Nov 2000 |
| Faculty of Nursing, Midwifery & Health |
Clinical practice form |
Non-compliance with IPP 3 |
Add statement to form advising students of intended recipients, use and confidential storage of information. |
Feb 2001 |
| Governance Support Unit |
University's website |
Lack of information with reference to IPPs 6, 7 & 8 |
Add information to website about access to staff and student records. |
Dec 2000 |
