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Administrative Access Scheme Policy

Policy overview

1 Purpose

To establish the management framework that governs the Administrative Access Scheme allowing access to information, held by the University, without the need for a formal application under the Right to Information Act 2009 (Qld) (RTI Act) or the Information Privacy Act 2009 (Qld) (IP Act).

2 Scope

This policy applies across the University and to the public.

3 Policy Statement

The University recognises the need to provide its Students and Employees and the public with access to information, held by the University, through a streamlined administrative process that is an alternative to the regulated or legislative process.

The University recognises this routine release of information is consistent with the pro-disclosure principles in the RTI Act and the 'push model' of information disclosure adopted by the Queensland Government.

Anyone can apply for information, however, there is no guarantee that access will be given. Any information, irrespective of format, may be accessed under the scheme. In certain circumstances, the University may expunge some information before providing it, for example:

  • where information is irrelevant or Out of Scope of the access request;
  • where release of information would, on balance, be contrary to the public interest - refer s39, s49 and Schedule 4 of RTI Act;
  • where information is exempt - refer s40, s48 and Schedule 3 of RTI Act;

or

  • to protect an individual's privacy; or
  • to prevent disclosure of confidential or sensitive information.

4 Principles

The following principles will apply:

  1. Administrative release is a discretionary process enabling quick access to an individual's personal information (Students and Employees). Other information may be sought by a University Member or the public and released under Administrative Access.
  2. The University will ensure that under this policy its Students and Employees can access, under supervision, their own personal information held on their Student or Employee file, except where legislation prevents such release.
  3. Where possible, the University will endeavour to release information under Administrative Access negating the need to resort to a formal Right to Information (RTI) or Information Privacy (IP) application.

5 References

Nil.

6 Schedules

This policy must be read in conjunction with its subordinate schedules as provided in the table below.

7 Policy Information

Subordinate Schedules

Accountable Officer

Executive Director (Sustainable Business Management and Improvement)

Policy Type

Executive Policy

Approved Date

4/7/2014

Effective Date

4/7/2014

Review Date

4/7/2017

Relevant Legislation

Right to Information Act 2009

Information Privacy Act 2009

Related Policies

Access to the Student Record Base Policy and Procedure

Handling Personal Student Information Policy and Procedure

Privacy Policy

Records Management Governance Policy and Procedure

Right to Information Policy

Related Procedures

Administrative Access Scheme Procedure

Related forms, publications and websites

Office of the Information Commissioner (Qld)

USQ website - Administrative Access Scheme

Definitions

Terms defined in the Definitions Dictionary

Employee

A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University.

Student

A person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program....moreA person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

University Members

Employees of the University whose conditions of employment are covered by the USQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; Members of the University Council and University Committees; Visiting and adjunct academics; Volun...moreEmployees of the University whose conditions of employment are covered by the USQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University;Members of the University Council and University Committees;Visiting and adjunct academics;Volunteers who contribute to University activities or who act on behalf of the University;Individuals who are granted access to University facilities or who are engaged in providing services to the University, such as contractors and consultants, where applicable.

Definitions that relate to this policy only

Administrative Access

Discretionary release of requested information outside of the formal Right to Information (RTI) and Information Privacy (IP) process.

Out of Scope material

Documents containing information which will not be released under this scheme includes:

  • information that is prohibited under law
  • information that is irrelevant
  • information that is exempt under the RTI and IP Acts
  • information in draft form
  • information that is no longer readily available as it is contained in archives or is difficult to access for similar reasons.

Keywords

RTI, Right to Information, employee file, student file, informal access, IP, Information Privacy

Record No

14/479PL

Failure to comply with this Policy or Policy Instrument may be considered as misconduct and the provisions of the relevant Policy or Procedure applied.

* This file is available in Portable Document Format (PDF) which requires the use of Adobe Acrobat Reader. A free copy of Acrobat Reader may be obtained from Adobe. Users who are unable to access information in PDF should email policy@usq.edu.au to obtain this information in an alternative format.