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).

*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.

Student Admissions

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

Study Plan

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.

Student Communication

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.

Learning and teaching information

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.

Quality Accreditation

Business School international accreditations (AACSB, EQUIS and AMBA).

Information Resources

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 information

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

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

Research Reporting

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;

Research Engagement

Consultancy, Continuing Professional Education, Corporate Award Courses, Conferences, International Projects.

Facilities management information

Physical Infrastructure

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

Campus 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).

Space Management

Management of all physical spaces, including the space audit.

Security Management

Information about security infrastructure and services (e.g. security staff, security systems, building evacuation, Emergency Control organisation [ECO] training and CCTV).

Parking Management

Information about parking, carpark spaces, permits, infringements and 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 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 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, 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.

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 (QUT Blueprint), identifying major priorities and broad strategies, performance reports, KPI's, revenue.

Strategic intelligence and reporting information

Tactical Reporting

Information relating to strategic, tactical and government reporting at QUT.

Strategic Intelligence

Strategic information created by the Strategic Intelligence Unit (SIU), including strategic guidances, analytic models, review documents, BI prototypes and evidence-based reports.

Information technology stupport 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 and Service Portfolio management.

Infrastructure

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 Security

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

Technology Procurement

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.

Enterprise Architecture

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.

Human resources information

Workforce Strategy

Records relating to organisational structure, staff satisfaction and workforce planning.

Recruitment

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.

Employee Records

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.

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.

Alumni, development and engagement information

Alumni

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.

Student Mobility

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.

Philanthropy

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.

QUT Precincts

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

QUT Partnerships

Information relating to the university's key partners, contacts and alumni.

Marketing, media and communications information

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.

Social media

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.