Information asset register

What is the information asset register?

Our information asset register is a formal inventory of our information assets. The register is a summary of the information we collect and hold to conduct our business. Making this register available helps us to meet our obligations as a public university.

Student information

Student recruitment (domestic)

Personal details (e.g. name, date of birth, email address, study preference. This excludes non-award courses).

Student recruitment (international)

  • Personal details (e.g. name, date of birth, email address, study preference).
  • Records relating to agents and their management.

Student admissions

Information relating to direct and agency (QTAC) admission processes, scholarships and advanced standing processes.

Study plan

Enrolment, academic calendars, orientation plans.

Student class registration

Student records relating to classes, timetables and teaching staff. Faculties have additional supporting information.

Student financial management

Details relating to fee and charges payment, invoices, student debt and sponsorships.

Student academic progression

Information relating to planning examination resources, developing examination timetables, processing student results and monitoring student performance.

Student support and development services

Records relating to:

  • domestic and international student support and development matters, including use of student support services in the areas of health, disability, learning assistance, financial associations, personal counselling and careers counselling
  • student complaints and grievances
  • personal and career development services
  • programs including internships, volunteering, leaderships and involvement in various student groups and related grants schemes.

Completions and graduations

Information relating to:

  • students' study records, course and unit achievement
  • managing student prizes and awards
  • student conferral, graduation eligibility and graduation ceremonies.

Learning and teaching information

Curriculum accreditation

Accredited course and unit information. University-level records relating to accredited courses, unit outlines and post-nominals. Detailed accredited curriculum information is held by faculties.

Preparation for learning and teaching

  • Detailed documents, processes and resources associated with curriculum design, delivery and management of the Graduate Certificate in Academic Practice and QUT sessional staff development programs.
  • Learning and teaching and accreditation processes, protocols, resources and tools.
  • Details relating to services and implementing learning and teaching policies managed by the Learning and Teaching Unit.
  • Details associated with the processes and workflows to accredit and reaccredit courses.

Faculties hold information relating to:

  • preparing learning and teaching resources
  • acquiring resources
  • preparing learning environments
  • building capacity and capability in learning and teaching.

MOOC/GPE (Graduate Education Modules)

  • Information relating to online modular courses like MOOCs (massively open online courses).
  • Records of corporate and continuing professional education modules and participants through Graduate Professional Education (GPE, and online graduate education models).

Learning and teaching review

Records of:

  • course quality assurance
  • internal and external recognition
  • evaluation of courses, units, teaching and student experience.

Quality assurance of individual units is managed by faculties.

Library learning resources and services

Information resources to aid learning and teaching at QUT, including:

  • supporting subject and unit materials
  • information on academic writing and citing references
  • information on how to conduct research activity at QUT.

Information resources

Information about:

  • the library catalogue and resource services
  • interlibrary document delivery form
  • MyLibrary profiles
  • self-checkout services
  • library lending services
  • Ozcase website
  • acquisitions service
  • Course Materials Database (CMD)
  • off-campus access to online library material
  • links to full text of online articles between databases or from Quickfind
  • specialised library equipment services
  • online room booking.

Research information

Research project establishment

Including:

  • identifying opportunities, capability and needs
  • industry engagement
  • business development
  • application and proposal
  • project and budget development
  • award and contract negotiation
  • risk assessment
  • approvals
  • access to facilities, infrastructure and resources
  • account establishment.

Conduct of research

Including:

  • research plans
  • ethics
  • biosafety
  • data management, including planning, storage and access
  • data collection and analysis
  • research outcomes
  • confidentiality
  • materials transfer
  • publications
  • embargoes
  • compliance
  • financial management
  • resource management
  • client management
  • project management
  • reporting.

Research contract management

Including:

  • administrative and financial reporting
  • managing contracts, milestones and compliance
  • external reporting.

Intellectual property

Including:

  • intellectual property identification, disclosure and management
  • commercialisation
  • postgraduate student assignment
  • QUT Bluebox innovation and knowledge transfer.

Research reporting

Corporate data about research, internal, external and government reporting, faculty and researcher performance, and publications collection.

Research infrastructure funding

Application, internal and external funding, reporting, management, access and asset management.

HDR student management

Including:

  • recruitment
  • applications
  • candidature management
  • admissions and enrolments
  • milestones
  • confirmation
  • fees
  • policies and guidelines
  • scholarship and grants
  • supervisors
  • research training
  • misconduct and grievances
  • thesis, examinations and awards
  • support
  • research students.

Library research resources

Information resources to aid the discovery and promotion of QUT research activities, including:

  • Research Data Finder
  • QUT ePrints
  • digital collections (e.g. digital thesis collection)
  • resources to support national research evaluation exercises (e.g. ERA)
  • Darkive repository.

Facilities management information

Physical infrastructure

Records relevant to physical building and infrastructure and their maintenance, including grounds maintenance and cleaning services.

Campus services

Including:

  • fleet vehicles
  • mail and courier services
  • the inter-campus 391 bus.

Commercial operations

Records of commercial tenancies and leases (e.g. food outlets and 88 Musk Avenue).

Space management

Management of all physical spaces, including the space audit.

Security management

Information about security infrastructure and services, including:

  • security staff
  • security systems
  • building evacuation
  • emergency control organisation (ECO) training
  • CCTV.

Parking management

Information about:

  • parking
  • carpark spaces
  • permits
  • infringements
  • parking equipment.

Timetabling

Information about allocating space for teaching.

Capital development

Records of major building projects and minor works, etc.

Financial management information

Corporate financials

Data relating to:

  • financial transactions
  • results and reporting
  • income
  • expenses
  • assets
  • liabilities
  • equity
  • financial policies and procedures
  • procurement
  • contract management
  • consultants
  • insurance
  • motor vehicles
  • leasing
  • Cabcharge
  • customs
  • taxation
  • financial systems and projects.

Budgeting, costing, pricing and management reporting

Data relating to:

  • management accounting and management reporting
  • student load management
  • financial planning
  • strategy and forecasting
  • the Relative Funding Model (RFM).

Governance, strategy and policy information

Committees management

Records of committee management and support, including:

  • minutes
  • agendas
  • meeting schedules
  • electronic ballots for committee membership.

Corporate records management

Information relating to:

  • retention schedules and disposal
  • classification schemes
  • records metadata
  • space management.

Policy and procedure

Details relevant to policy development and promotion.

Legislative compliance

Information relating to the Register of Compliance obligations and Register of Licences.

Audit and risk management

Information relating to auditing, assurance and risk management.

Corporate strategy

Information relating to QUT's strategic plan (the QUT Blueprint), identifying major priorities and broad strategies, performance reports, KPIs and revenue.

Strategic intelligence and reporting information

Tactical reporting

Information relating to strategic and tactical reporting at QUT.

Strategic intelligence

Information on any QUT topic that is generated by the Strategic Intelligence Unit (SIU).

Information technology support information

Communication and collaboration

Information relating to:

  • staff email and calendar
  • student email
  • call centre and telephony
  • instant messaging, voice and video conferencing
  • desktop sharing
  • Wiki
  • meeting collaboration
  • service portfolio management.

Infrastructure

Information relating to:

  • internet access
  • QUT's core network
  • wireless access
  • server and storage management
  • physical data centre facilities.

Identity and access

Information relating to:

  • ID cards
  • accounts and passwords
  • authentication management for physical access to rooms, lifts, buildings and car parks
  • electronic access to systems and services.

Information security

Information relating to IT security, assessments, consultancy and advice.

Technology procurement

Information relating to QUT's technology contract register and the definitive software library.

Technology support, help and training

Information relating to IT or technology help and support, and software and hardware support.

Corporate systems register

Information about QUT's corporate systems and applications as listed in the corporate systems register.

Human resources information

Organisational management

Records relating to organisational structure, workforce communication and advice, and workforce planning.

Recruitment

Records relating to:

  • recruitment and advertising for positions
  • applications
  • staff selection processes
  • employment checks
  • evidence of previous qualifications
  • appointments
  • recruitment advice
  • the relocation and removal of appointees.

Employee records

Records relating to:

  • employee salary and payroll information
  • banking and tax file information
  • salary packaging
  • personal details
  • staff leave
  • casual staff
  • superannuation
  • separation information.

Performance planning and development

Records relating to:

  • staff nominations
  • honours and recognition schemes
  • promotion for academic staff
  • job evaluations for professional and senior staff.

Performance planning review (PPR) information is held locally within individual business areas.

Workplace health and safety

Records relating to:

  • workplace health, safety and environment
  • incidents
  • claims
  • work cover
  • rehabilitation.

Policy and workplace relations

Records relating to:

  • enterprise agreements
  • HR policies and practices
  • employee relations
  • grievances and complaints
  • industrial issues affecting individual staff.

Alumni, development and engagement

Alumni

Information includes:

  • records of QUT alumni personal details (e.g. names, addresses, employers)
  • details of engagement and interaction with QUT's alumni services and events.

This also includes QUT staff who qualify as alumni under the QUT alumni statute.

Student mobility

Information includes:

  • personal details of inbound and outbound students studying at QUT and overseas (e.g. name, date of birth, email address, study preference)
  • records relating to agents and their management.

International partner agreements

Records relating to agreements with partner universities and organisations overseas.

Development

Information about:

  • philanthropy
  • donations and giving to QUT
  • current and prospective donors
  • donor details and their interactions with QUT
  • QUT staff who donate to QUT.

External engagement

Includes information about:

  • consultancy
  • continuing professional education
  • corporate award courses
  • conferences
  • international projects.

QUT Precincts

Information about QUT's public venues and spaces, events and art collection.

Marketing, media and communications

Web services

Information about marketing, external communications and public relations.

Marketing and media services

Information about:

  • QUT branding
  • market strategy
  • media releases
  • news stories
  • publications
  • enquiry management data.

Emergency communications

Information relating to emergency SMS notifications

Intranet (Digital Workplace)

Secure informational portal for students and staff to support study and work at QUT.

Social media

QUT-generated social media messages and conversations.

QUT enquiry management

Online knowledge base allowing staff and student to ask for and find information, including a frequently asked questions section and an enquiry management function (AskQUT) to records, track and manage queries submitted electronically.

Contacts

Policy and compliance manager