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Enrolment policy and information privacy

The Guide contains the legislation, policies, procedures and information about the committees that govern and support the University. Details of our policies and procedures in relation to information privacy are set out below.

Enrolment policy

Enrolment at Deakin is controlled by the set of rules and definitions set out in its Admission Process, Enrolment, Fees and Charges Policy and Admission Process, Enrolment, Fees and Charges Procedure documents as set out in The Guide.

Information privacy at Deakin University

Collection and use of your information

Throughout your enrolment, the University will collect identifying information directly from you and, in some cases, from third parties. The University complies with the Information Privacy Act 2000 (Vic) and the Health Records Act 2001 (Vic) in the collection, use, disclosure and ongoing management of your identifying Information. The University will use your Information:

  • to manage and administer all aspects of your academic progress through the University and your participation in the University community
  • to enable you to access the University's underlying business and support structures
  • to communicate with you
  • to provide you with access to and advice from student services, such as library resources, information technology, housing services, health and counselling services, recreational facilities, career planning and employment services
  • to exchange relevant personal information between appropriate academic and student centre staff for the purpose of offering and providing student support services
  • to determine your eligibility for scholarships, bursaries or similar awards
  • to conduct planning and quality assessment activities
  • for marketing and fundraising
  • to invite you to participate in surveys or research
  • to provide you or your nominated contact with appropriate advice and assistance in the event of an emergency
  • to investigate and report on incidents relating to
    • general or academic misconduct, as defined in Deakin's statutes and regulations
    • Student Risk Assessment and Intervention
  • to inform you about events provided or sponsored by Deakin
  • to include your name and award in the graduation booklet, which is a public record of the University.

Deakin may record lectures and other teaching and learning activities in audiotape, videotape or other media.  If your image or voice is recorded during these activities, this will constitute a collection and use of your personal information.

Deakin may either offer services to you itself or engage consultants or contractors to do so. If Deakin must provide your information to consultants or contractors, it will do so only where such consultants or contractors are legally obligated to safeguard your information and only to the extent necessary for the provision of the services.

Disclosure of your information

Deakin may disclose your information to the following types of organisations:

  • Government agencies where required by legislation, including the
    • Department of Education, Employment and Workplace Relations, the
    • Department of Industry, Innovation, Climate Change, Science, Research and Tertiary Education, the
    • Department of Immigration and Citizenship,
    • Centrelink, and the
    • Australian Tax Office. 
    The Higher Education Support Act 2003 (Cth) (HESA) permits the Commonwealth Government to further disclose your Information obtained from the University to authorised bodies for the purpose of regulating, undertaking research into and improving higher education in Australia. HESA contains a list of authorised bodies.
  • other educational or vocational institutions if you are participating in student exchange or cross-institutional study or are enrolling at another institution
  • accreditation and registration bodies relevant to your program of study to verify your qualifications and experience
  • the funder or sponsor if you have been awarded a scholarship or your enrolment is sponsored by an employer or third party
  • your care provider if you are an international student under 18 years of age
  • your parent or guardian if you are under 18
  • an organisation at which you are undertaking a clinical placement or experiential learning recognised as part of a Deakin course
  • health care insurance providers if you are an international student for whom Deakin has arranged Overseas Student Health Cover 
  • foreign governments administering student loan schemes for the benefit of students enrolled at Deakin (e.g. the US government FFEL program)
  • Deakin University Student's Association (DUSA) to enable it to create and maintain a voters' list for student elections and to offer you other services
  • discipline-based student associations (e.g. the Deakin Law Student's Association, Deakin Medical Student's Association)
  • Golden Key International Honour Society
  • organisations undertaking student surveys endorsed by Universities Australia.

Deakin may also disclose your information:

  • if it has a legal obligation to provide information under an order of a court or tribunal or pursuant to a subpoena
  • if the disclosure is authorised by applicable relevant privacy laws 
  • to contractors engaged to provide services or external legal and professional advisors
  • if Deakin has recorded lectures or other teaching and learning activities in which your image or voice has been recorded in audiotape, videotape or other media, it may post these on internet sites hosted in or outside of Australia.

Deakin is prohibited by privacy law from releasing your personal information to third parties, including members of your immediate family, without your prior written consent

Consequences of not providing information when requested

The University will only ask you to provide information that it needs. If you choose not to provide information when requested then it may not be possible for you to be admitted to or enrolled in the University or, if enrolled, you may not be able to access the full range of opportunities, facilities and services available to a member of the Deakin University community.

Access to your information

Access to your personal information is provided through the Freedom of Information Act 1982 (Vic). Administrative units of the University may have processes in place to allow access to documents which are not exempt from disclosure under the Freedom of Information Act. You are encouraged to speak with the relevant administrative unit before making a formal request under the Freedom of information Act. Further information is available by contacting privacy@deakin.edu.au.

Definitions

Information means both personal information, as defined in the Information Privacy Act 2000 (Vic):

information or an opinion (including information or an opinion forming part of a database) that is recorded in any form, whether true or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion

and health information as defined in the Health Records Act 2001 (Vic)

information or an opinion about the physical, mental or psychological health (at any time) of an individual; or a disability (at any time) of an individual; or an individual's expressed wishes about the future provision of health services to him or her; or a health service provided, or to be provided, to an individual - that is also personal information.

The types of third parties from whom Deakin may collect information include tertiary admission and testing centres, secondary schools, other tertiary institutions, government agencies, referees, clinical/professional placement supervisors and supervisors of experiential learning, employment agencies and professional accreditation and registration bodies.


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