Collection of Personal Information

• Enrolment Forms Collection Statement
• HR Services Collection Statement
• Admission Forms Collection Statement

The privacy laws arise from Victorian Legislation. Consequently, the Monash University Privacy Policy applies only to personal information that a person provides to Australian campuses of Monash University. Students studying at Monash Malaysia or Monash South Africa should refer to local policies in relation to confidentiality or privacy.

Monash University values the privacy of every individual’s personal and health information and is committed to protecting the information it holds and uses about all individuals who provide personal information to the university.

Personal information means 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. It may include sensitive and health information.

Monash University collects personal information in various ways. Monash University is currently working to make the collection of personal information more transparent including by providing you with the following information at the point where personal information is collected:

• the purposes for which the personal information is collected;
• the organisations to whom Monash University usually discloses the personal information;
• any law that requires the particular information to be collected; and
• the main consequences for you if all or part of the information is not provided.

Monash University may also seek your consent to your personal information being used or disclosed for certain purposes. Whilst this process is being completed, please do not hesitate to contact the Monash University Privacy Officer for further information about the above matters.

If you would like further information on the information handling practices at Monash University please go to the Privacy Policy or contact the Privacy Officer at:

Privacy Officer
Postal Address:
Human Resources Division
Monash University
Building 2, Level 3
195 Wellington Rd
Clayton
Vic 3800

Telephone: +61 3 9902 9589
Facsimile: +61 3 9902 9591
Email: privacyofficer@adm.monash.edu.au

The following information is provided to inform you on how we use your personal information collected in the enrolment forms you have completed.

Enrolment Forms Collection Statement

The information collected at enrolment and throughout your enrolment as a student at Monash University (including digital images) is collected for the primary purpose of providing you with the course of study for which you are enrolled. Other purposes of collection include:

• to correspond with you;
• attend to day to day administrative matters;
• inform you about your courses and other university courses/events;
• the provision of associated services made available to or used by you (such as information technology, residential services);
• placing your name on the student electoral roll;
• placing your details on the Alumni data base on graduation;
• ensuring that you receive appropriate assistance in the event of an emergency; and
• to comply with legislative reporting requirements.

The information collected on these forms (including digital images) may be disclosed to the following types of organisations:

• government departments such as the Australian Taxation Office, the Department of Education, Employment and Workplace Relations, Centrelink and the Department of Immigration and Citizenship;
• external organisations such as professional bodies, hospitals or government agencies, if the disclosure is necessary in order for you to undertake a practical experience/clinical component in your course;
• off-shore Monash campuses, if necessary for any overseas study undertaken;
• Monash cooperative offshore partners, if necessary for the enrolment in, administration, promotion and management of related courses;
• Monash owned entities, eg. Monash College Pty Ltd;
• contracted service providers which the University uses to perform services on its behalf (such as banks, mailing houses, logistics and IT service providers); and
• in the event of emergencies, police, medical or hospital personnel, civil emergency services, your student’s legal representative or nominated emergency contact person, or other person assessed as necessary to respond to the emergency.

If you choose not to complete all the questions on the form, it may not be possible for the University to enrol you. You have a right to access personal information that Monash University holds about you, subject to any exceptions in relevant legislation. If you wish to seek access to your personal information or inquire about the handling of your personal information, please contact the University Privacy Officer by email at privacyofficer@adm.monash.edu.au

HR Services Collection Statement

The information collected at the commencement and throughout your employment with Monash University is collected for the primary purpose of providing employment or enabling authorised persons to utilise Monash University's services and facilities. The information may also be used for a related secondary purpose in circumstances where you would reasonably expect such use or disclosure. These include to:

• determine and process your pay and other entitlements;
• correspond with you;
• inform you about the range of facilities and services available to staff;
• notify in the event of an emergency, your nominated emergency contact person;
• comply with legislative reporting requirements;
• attend to day to day administrative matters;
• prepare statistical analyses; and
• use the information as otherwise permitted by the privacy laws.

The information collected on these forms may be disclosed to the following types of organisations:

• your nominated financial institution for payment of salary;
• your superannuation scheme eg. Unisuper;
• government departments such as the Australian Taxation Office and the Department of Immigration and Citizenship (previously the Department of Immigration and Multicultural Affairs);
• organisations that provide salary packaging benefits to eligible and participating staff members, such as Qantas Club membership, gymnasiums, childcare, car parking permits and novated leasing;
• organisations that provide staff with the option to request automated deductions for services, such as health insurance providers, union fees University Club fees and CityLink;
• off-shore Monash campuses, if necessary for any secondment or overseas work undertaken;
• contracted service providers which the University uses to perform services on its behalf (such as recruitment agencies, travel agents, banks, printers/mailing houses, logistics and IT service providers);
• the University's legal advisers or other professional advisers and consultants engaged by the University; and
• the disclosure is otherwise permitted by the privacy laws.

If all of the information requested is not provided, it may not be possible for the University to process the particular request or entitlement. You have a right to access personal information that Monash University holds about you, subject to any exceptions in relevant legislation. If you wish to seek access to your personal information or inquire about the handling of your personal information, please contact the University Privacy Officer by email at privacyofficer@adm.monash.edu.au

This privacy collection statement includes but is not limited to all HR forms.

Admission Forms Collection Statement

The information collected during the admissions process and throughout your enrolment as a student at Monash University is collected for the primary purpose of considering your application for admission to Monash University courses and, if you are successful, offering you a course place and recording your acceptance of that offer.

Other purposes of collection include:

• Corresponding with you
• Informing you about your courses and other aspects of admission and enrolment
• Informing you of the availability of scholarships
• Enabling you to apply for special entry consideration
• Complying with legislative reporting requirements

The information collected on these forms is recorded on the university’s student database, and may be disclosed to the following types of organizations:

• Government departments such as the Department of Education, Science and Training, and the Department of Immigration and Citizenship;
• External organisations such as former employers, secondary schools, other tertiary education institutions, and tertiary admission centres, and the QualSearch verification service, where disclosure is necessary to verify your previous qualifications or experience, in order to ensure the integrity of the selection process;
• Monash-owned entities; and
• Contracted service providers which the university uses to perform services on its behalf (such as banks, mailing houses, logistics and IT service providers)

If you choose not to complete all the questions on the form, it may not be possible for the university to consider you for admission or to enrol you.

You have a right to access personal information that Monash University holds about you, subject to any exceptions in relevant legislation. If you wish to seek access to your personal information or inquire about the handling of your personal information, contact the privacy officer by email at privacyofficer@adm.monash.edu.au.

If you require further information about privacy at Monash University please contact the Privacy Officer by email at privacyofficer@adm.monash.edu.au