Student Communication Policy

Policy overview

1 Purpose

To establish principles for official communication with Students.

2 Scope

This policy applies to all official communications with Students by Employees, including past and future Students.

3 Policy Statement

The University recognises that communicating effectively is an integral component of the Student experience at the University.

The University recognises the need for multiple channels for communication in order to engage with diverse cohorts and/or communities for different purposes and situations.

The Student Communication Policy outlines the principles that must apply for communication by Employees with Students across the various channels.

4 Principles

The following principles apply to all Employees:

  1. The University is committed to the provision of information relating to legislative requirements or entitlements, and information deemed beneficial or relevant to the Student experience.
  2. The University undertakes to ensure Student communication is clear, timely, accurate, accessible, targeted, personalised, inclusive, and reflective of the brand and reputation of the University and in accordance with the University's Privacy Policy.
  3. Student communications will be made using the relevant official University systems identified for each particular communication channel.
  4. All Student communication will be managed in accordance with the Records and Information Management Policy and other relevant University policies and procedures.
  5. The Pro Vice-Chancellor (Student Services), or nominee, will be responsible for Student communications not related to learning and teaching, except in emergent situations as directed by the Vice-Chancellor or the University Council.

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

Pro Vice-Chancellor (Student Services)

Responsible Officer

Director (Student and Academic Support)

Policy Type

Executive Policy

Approved Date

19/2/2019

Effective Date

19/2/2019

Review Date

23/10/2018

Relevant Legislation

Higher Education Standards Framework (Threshold Standards) 2015

Information Privacy Act 2009

Public Records Act 2002

Records Governance Policy

Right to Information Act 2009

Spam Act 2003

Related Policies

Acceptable use of ICT Resources Policy

Code of Conduct Policy

Handling Personal Student Information Policy and Procedure

ICT Information Management and Security Policy

Privacy Policy

Records and Information Management Policy

Student Expectations and Responsibilities Policy

Related Procedures

Academic Standing, Progression and Exclusion Procedure

Principles of Academic Employee Contactability and Availability Procedure

Student Communication Procedure

Use of Electronic Mail Procedure

Related forms, publications and websites

USQ Brand Toolkit

USQ Style Guide

Definitions

Terms defined in the Definitions Dictionary

Council

Council means the governing body, the University of Southern Queensland Council....moreCouncil means the governing body, the University of Southern Queensland Council.

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 in an Academic Program at the University, but has not yet graduated from the program; or has been Enrolled in a Course at the University but has not yet completed the Course....moreA person who: has been Admitted or Enrolled in an Academic Program at the University, but has not yet graduated from the program; or has been Enrolled in a Course at the University but has not yet completed the Course.

University

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

Definitions that relate to this policy only

Keywords

Communication, writing, email, correspondence, UMail, marketing, outbound, Notice

Record No

13/306PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

* 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.