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 Recruitment (Domestic)*
Personal details (e.g. name, date of birth, email address, study preference).
*Excludes non-award courses.
Student Recruitment (International)
Personal details (e.g. name, date of birth, email address, study preference), and records relating to agents and their management.
Information relating to direct and agency (QTAC) admission processes and advanced standing processes.
Student enrolment, academic support for students, academic calendars, orientation plans.
Student Class Registration
Student records relating to classes, timetables, teaching staff.
Student Financial Management
Details relating to payment of fees and charges, 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 & Development Services
Records relating to domestic and international student support and development matters including use of student support services (in areas of health, disability, learning assistance, financial associations, personal and careers counselling); records relating to students complaints and grievances, personal and career development services, and programs including internships, scholarships, volunteering, leadership and involvement in various student groups and related grants schemes.
NOTE: Faculties hold additional supporting information in the area of student scholarships and bursaries.
Records relating to student communication channels and processes.
Completions and Graduations
Information relating to student's study records, course and unit achievement, and managing student prizes and awards. Information about student conferral, graduation eligibility and graduation ceremony.
NOTE: Faculties hold additional supporting information in the area of student prizes.
Curriculum Re- / Accreditation
Accredited course, unit and module information. University level records relating to accredited courses, unit outlines and post nominals.
NOTE: Faculties store additional information relating to external professional accreditation of the curriculum and hold the role of Data Administrator role for these records.
Preparation for Learning & Teaching
Detailed documents, processes and resources associated with curriculum design, delivery and management of the Framework for Development in Learning and Teaching including Graduate Certificate in Academic Practice/ QUT Sessional Staff Development Programs/Teaching Advantage and modules
NOTE: Faculties also hold supporting nformation relating to: the preparation of learning and teaching resources, acquiring resources, preparing learning environments and building capacity and capability in learning and teaching.
Online Learning e.g. QUT Online and QUTEX
Information relating to online courses such as QUT Online "MOOC's".
Unit and Course Quality
Records of course quality assurance, internal/external recognition, and evaluation of courses, units, teaching and student experience (including surveys).
NOTE: Quality assurance of individual units is managed by the 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.
Work Integrated Learning
Records relating to student learning through engagement with industry and community partners in activities that are planned for and assessed as part of their course.
Note: The collection and storing of this information is distributed across the faculties.
Business School international accreditations (AACSB, EQUIS and AMBA).
Information about the Library Catalogue and Resource Services, Interlibrary document delivery form, My Library profile, self-checkout service, Library lending service, Ozcase website, acquisitions service, QUT readings, Off-Campus access to Library online material, link to full text of online articles between databases or from Quickfind, Specialised Library equipment services, Online room booking.
Learning & Teaching Policies and Procedures
Details relating to services and implementing learning and teaching policies, protocols and guidelines managed by the Learning and Teaching Unit. Details associated with the processes and workflows to accredit / reaccredit courses (e.g. PEX, CSRG).
Research Project Establishment
Identification of opportunities; capability identification; needs identification; industry engagement; business development; application; proposal; project and budget development; award; contract negotiation; risk assessment; approvals; access to facilities, infrastructure, resources; account establishment.
Conduct of Research
Research outcomes; confidentiality; materials transfer; publication; embargo; compliance; financial management; resource management; client management; project management; reporting.
Research Contract Management
Administrative and financial reporting; manage contracts, milestones, compliance; external reporting.
Intellectual property identification, disclosure, management; commercialisation; postgraduate student assignment, QUT Bluebox innovation and knowledge transfer.
Corporate data about research, internal and external reporting, government reporting, faculty performance, researcher performance, Publications collection.
Research Infrastructure Funding
Application, internal and external funding, reporting, management, access, asset management.
HDR Student Management
Recruitment, application, candidature management, admissions, enrolments, milestones, confirmation, fees, policies, guidelines, scholarships, grants, supervisors, research training, grievances, misconduct, thesis, examination, awards, support, research students.
Library Research Resources
Information resources to aid the discovery and promotion of QUT research activities: Research Data Finder, QUT ePrints, digital collections (e.g. digital thesis collection).Resources to support national research evaluation exercises (e.g. ERA): Darkive repository.
Research Ethics and Integrity
Research plan; ethics; biosafety; data management - plan, storage, access; data collection, analysis;
Consultancy, Continuing Professional Education, Corporate Award Courses, Conferences, International Projects.
Physical Infrastructure - Energy and Emissions
Records on energy and emissions to report to the statutory National Greenhouse and Energy Reporting (NGER).
Records relevant to physical buildings and infrastructure and their maintenance including grounds maintenance and cleaning services.
Fleet vehicles, mail and courier services, and the inter-campus 391 bus.
Property & Retail
Records of commercial tenancies and leases, (e.g. food outlets and 88 Musk Avenue).
Management of all physical spaces, including the space audit.
Information about security infrastructure and services (e.g. security staff, security systems, building evacuation, Emergency Control organisation [ECO] training and CCTV).
Information about parking, carpark spaces, permits, infringements and parking equipment.
Information about allocating space for teaching.
Records of major building projects and minor works, etc.
Data relating to financial transactions, results and reporting, income, expenses, assets, liabilities and equity. Data relating to financial policies and procedures, procurement, contract management, consultants, insurance, motor vehicles, leasing, Cabcharge, customs, taxation, financial systems & projects.
Budgeting, costing, pricing and management reporting
Data relating to:
- management accounting and management reporting
- student load management
- financial modelling
- strategy and forecasting
- the Relative Funding Model (RFM).
Records of committee management and support including minutes, agendas, meeting schedules, and electronic ballots for committee membership.
NOTE: Faculties store additional information relating to Faculty Academic Board committees and hold the role of Data Administrator role for these records.
Corporate Records Management
Information relating to retention schedules and disposal, classification schemes, records metadata and space management.
Policy and Procedure
Details relevant to policy development and promotion.
Information relating to the Register of Compliance obligations and Register of Licences.
Audit and Risk Management
Information relating to auditing, assurance and risk management.
Information relating to QUT's strategic plan (QUT Blueprint), identifying major priorities and broad strategies, academic planning, enabling planning.
Information relating to Institutional Key Performance Indicators (KPIs) including selection, definitions, targets, and performance reports to senior management.
Information relating to re-registration with the Tertiary Education Quality and Standards Agency (TEQSA) as a registered higher education provider, and the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) as a registered provider. This information informs the National Register of Higher Education Providers, maintained by TEQSA. Information relating to compliance with TEQSA's Higher Education Standards Framework (HESF).
Information relating to the Corporate Reviews Framework including procedures, documentation, outcomes and progress reports.
Information relating to strategic, tactical and government reporting at QUT.
Strategic information created by the Strategic Intelligence Unit (SIU), including strategic guidances, analytic models, review documents, BI prototypes and evidence-based reports.
Rankings data and evidence
Information collected for provision to rankings agencies. Includes statistical information, contact lists and evidence of activity.
Records relating to information submitted to Uniforum and the results shared back to QUT.
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 and Service Portfolio management.
Information relating to Internet access, QUTs core network, wireless access, server and storage management, and physical data centre facilities.
Identity and Access
Information relating to ID cards, accounts, passwords, and authentication management for physical access to rooms, lifts, buildings and car parks; and electronic access to systems and services.
Information relating to IT Security, IT assessments consultancy and advice.
Information relating to QUT's Technology Contract Register and the definitive software library.
Technology Support and Managed Operating Environments
Information relating to IT or technology help, technology support, and software and hardware support.
Information relating to a portfolio of QUT's corporate systems and applications.
Learning and Teaching Data
Records relating to computing and audio-visual infrastructure in lecture theatres, teaching areas and Learning Spaces.
Records relating to organisational structure, staff satisfaction and workforce planning.
Records relating to recruitment and advertising for positions, applications, staff selection process, employment checks, evidence of previous qualifications, appointments, provide recruitment advice and information relating to the relocation and removal of appointees.
Records relating to employee salary and payroll information, banking and tax file information, salary packaging, personal details, staff leave, casual staff, superannuation and separation information.
Performance Planning and Development*
Records relating to staff performance agreements, promotion plans, nominations, honours and recognition schemes, promotion for academic staff, and job evaluations for professional and senior staff.
*PPR and training information is held locally within individual business areas.
Workplace Health, Safety & Environment
Records relating to workplace health, safety and environment, incidents, claims, work cover, rehabilitation, chemicals, audits, inspections, training, HSE policy & procedures, licenses, risk assessments.
Policy & Workplace Relations
Records relating to Enterprise Agreements, HR policies and Practices, employee relations, equity, grievances and complaints, and industrial issues affecting individual staff.
Information and records of QUT alumni personal details (names, addresses, employers, etc.); details of engagement / interaction with QUT's alumni services and events. This also includes QUT staff who qualify as Alumni under the QUTAlumni Statute.
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.
Information about philanthropy, donations and giving to QUT, donors and prospective donors, their details and interactions with QUT, including QUT staff who donate to QUT.
Information about QUT's public venues, spaces, events and art collection.
Information relating to the university's key partners, contacts and alumni.
QUT 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 and enquiry management data.
Intranet (Digital Workplace)
Secure informational portal for students and staff to support study and work at QUT.
QUT-generated social media messages and conversations.
QUT Enquiry Management
Online knowledge base allowing staff and students to ask and find information, including a FAQ section and an enquiry management function to record, track and manage queries submitted electronically.