Personal Information Register

UQ collects and stores student information on admission, enrolment, progression, graduation and student access to academic and support services. The University also uses records to keep in contact with former students.

Student information collected and stored by UQ includes information related to:

• Biographical and contact details, including date of birth, postal and permanent home addresses, emergency contacts, citizenship and residency, visa details (including passport and movement records)
• Commonwealth-issued Unique Student Identifier (USI)
• Equity group membership and educational background
• Admission, enrolment course progress and attendance
• Examinations and assessment (including grades)
• Discipline and misconduct incidents
• Fees and charges and/or HECS-HELP or FEE-HELP statements (including Tax File Numbers)
• Practicum and industry/clinical placements
• Use of student support services in areas such as health, disability, learning assistance, personal and careers counselling; student complaints and grievances; and appeals
• Prizes, scholarships, grants and student assistance
• Library borrowing records
• Graduation records and employment outcomes
• Immunisation status and first aid qualifications (for students in specified courses)
• Membership of University, Faculty and School committees.

The above records may be held in the University’s student administration system, SI-net, or on electronic student files managed in TRIM. Student records may also be held by other organisational units. For example, the Faculty or School that administers the program or course in which a student is enrolled may hold records relating to course progression, prizes and scholarships, industrial experience and clinical placements and immunisation status. Records about student welfare or use of services will be held where the service is provided. For example, in Student Health Services, Student Services or Library Services. 

UQ staff are permitted to access student records only as required to perform their roles and duties, and only in accordance with UQ's Staff Code of Conduct Policy and Privacy Policy. Access to student records is routinely granted to administrative and technical staff of Student Administration, administrative and senior academic staff in Faculties and Schools, and to staff in organisational units providing student services.

The University collects, stores and uses staff personal information for employment history, payroll and administrative functions. University records relating to staff are also used to maintain staff electoral rolls for various University elections in which staff participate and for access to the library, information technology services and other relevant services. 

 The University holds staff information about: 

• Recruitment – position applications, records of selection processes, records of employment checks, evidence of previous qualifications
• Attendance and leave for full-time, part-time and casual staff
• Personal details including date of birth, home address, telephone number, email addresses and emergency contacts
• Visa documentation as required
• Salary and payroll including bank details, tax file number, salary packaging and benefits
• Superannuation
• Personnel development and training
• Performance planning and management, including teaching performance evaluations for academic staff
• Staff health and safety including, where relevant, accidents/injuries, vaccination status, details of first aid certificates held, compensation and rehabilitation arrangements
• Staff welfare such as staff study assistance
• Grievances and complaints, industrial issues and other matters affecting individual staff members
• Staff equity
• Promotion for academic staff
• Library borrowing and use of UQ services
• Visiting researchers, adjunct staff, and other individuals providing voluntary services to UQ
• Grants, awards, honours and recognition schemes for staff
• Staff research output and publications
• Staff participation in external and commercial consultancies
• Official staff travel
• Membership on University, Faculty and School committees.

Information relating to recruitment, appointment, attendance, industrial or workers compensation processes is held in the University’s computerised staff information systems, and/or in physical records kept in the Human Resources Division or HSW Division. Furthermore, University records relating to staff may also be held in individual Faculties, Schools, Departments or Divisions. These records are generally limited to time sheets, attendance and other basic administrative records.

Access to University records relating to staff is generally restricted to executive staff, human resources staff, HSW staff, supervisors, members of selection committees, and to other staff members to the extent necessary to perform their duties. Access will only be provided where a request is approved by the relevant Human Resources or HSW employee.

Generally, information relating to the financial management or business operations of the University will contain only small quantities of personal information. This is often limited to information relating to financial transactions between the University and its customers, suppliers and contractors. Information stored in financial records includes names, addresses and bank account details. 

Types of financial records that may contain personal information include: 

• records of accounts payable or receivable, including the names of creditors and debtors of the University
• customer records of business operations, such as UQP
• job tracking systems for service providers within the University
• lists of contractors providing professional services in the building and project management areas
• tender documents.

Most of these records are kept in financial management information system maintained by Finance and Business Services Division and systems connected to it operated by other contracted parties. Access to financial records is granted to staff (both central and relevant organisational unit) to the extent necessary to perform their duties. 

UQ’s Information Technology Services Division (ITS) routinely collects, processes and stores significant proportion of personal and business-related information for the University. Records may relate to former and present staff and students of the University, and other users of University systems.

Data held includes internal and external transactions, including telephone, email, and internet activity.

In addition, IT records will also include authentication, identification, and usage-tracking information.

Research involving human participation is conducted in many disciplines in UQ’s Faculties, Schools, Institutes and Centres (research units). These research activities result in the collection, storage, use and analysis of personal information.

UQ controls the use of personal information collected by researchers through ethics approval processes completed before the research project commences. Researchers must specify the particular information to be collected, describe how it will be used in the research project and methods to communicate this to potential participants. Research data is required to be managed in accordance with UQ's Research Data Management Policy. 

Information collected during research may be accessed by members of the research team, the research funding body (if appropriate) and academic or administrative staff who require access to assist researchers. 

One of UQ’s strategic objectives is to enhance the University’s contribution to global and local communities and communicating effectively with our many stakeholders to build support and advocacy for our strategic objectives in learning and discovery. As a consequence, the University maintains personal information about members of the community and the professions who provide support, including financial support, to University teaching and research programs or who use the University’s community services and facilities. Records containing personal information may include:

• Mailing lists for members of the professions and users of other UQ facilities
• Records of supporters and alumni
• Records for continuing professional education participants
• Patient records for clients of UQ Clinics.

Records are kept by the individual organisational unit responsible for collecting the information. For example, records relating to alumni and supporters are held by the Advancement Services Office. Access to these records will be generally limited to staff who are directly responsible for the administering the function. As UQ Clinics operate in conjunction with teaching programs, student access to relevant patient records is granted under supervision of appropriately qualified staff.

If you are a prospective, current or past donor, we may collect the following information about you:

• Name, contact details, and financial contributions
• Gift history and philanthropic preferences
• Communication preferences and acknowledgments
• Relationship details with the University.