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 and international) prospective students
Personal details of prospective domestic and international students (e.g., name, mobile phone number, email address, educational qualifications held). Prospective student online behaviours and response to marketing.
Note: Excludes non-award courses.
Student recruitment (international) agent management
Records relating to agents who recruit international students 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.
Records relating to student communication channels and processes.
Note: Does not include the personal details of students who were sent the communications.
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.
Student services and wellbeing, Student Services Department
Records relating to domestic and international student support and development matters including use of student support services (in areas of health, disability, financial associations, personal counselling); programs including internships, 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 grievances and complaints
Records relating to student grievances and complaints and the outcomes of matters referred to the Student Ombudsman.
Information about learning spaces with teaching activities, ad hoc bookings in all the central spaces and using the data for utilisation reports on all spaces (central and faculty).
Curriculum information for award and non-award offerings. Record of approval of non-award study, award courses and post-nominals, study areas, unit outlines and offerings.
Note: Faculties store additional information relating to external professional accreditation of the curriculum and hold the role of Data Administrator role for these records.
Learning and teaching development resources and records for staff
Detailed documents, processes, records, and resources associated with curriculum design, delivery and management of the Framework for Development in Learning and Teaching including Foundational Learning, Real Time Learning Modules, Leading Learning Modules, and Discipline-Led Learning Modules and Teaching Advantage. As well as records of participation and completion and historic data and resources relating to the Graduate Certificate in Academic Practice, Sessional Staff Development, and Teaching Advantage.
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.
Third party and partnership provisioning for online learning
Information relating to online courses such as QUT Online, MOOCs (massive open online courses) and modules.
QUT's internal evaluation of units and teaching dataset
Records of evaluation of units, teaching and the student learning experience, including information gathered from surveys.
QUT Business School quality accreditation
QUT Business School's international accreditations process with key Business School accreditation agencies: AACSB (US), EQUIS (Europe) and AMBA (UK for MBAs only).
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 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.
Curriculum learning and assessment resources
Learning, assessment, information, and resources made available for award and non-award learning through modules, units, courses, and programs.
Student interactions, assessment artefacts and outcomes
Information includes students’ interactions, learning artefacts and assessment produced by students and any assessment results and feedback.
Results of national and international surveys on student experience and graduate outcomes
Outcomes of externally conducted national and international surveys, carried out to assess student experience at QUT, graduate outcomes, and employer satisfaction with QUT graduates.
Student learning support and development
Records relating to domestic and international student support and development matters including learning support (STEM and language), retention, career counselling and development services, student leadership and peer programs (including Internships).
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 ethics and integrity
Research application documentation for ethics; biosafety; information relating to management of concerns or complaints relating to breaches of the QUT Code for Responsible Conduct of Research (D/2.6); information relating to permit approvals for trade controls, biosafety, and research ethics.
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.
Consultancy, continuing professional education, corporate award courses, conferences, international projects.
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.
Records relevant to physical buildings and infrastructure and their maintenance including grounds maintenance and cleaning services.
Mail and courier services
Records relating to mail and courier services at QUT.
Agreement records (leases/licences) where QUT is either the lessee or lessor.
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).
Integrated transport services
Information about parking, carpark spaces, permits, infringements, parking equipment, fleet vehicles and the inter-campus 391 bus.
Building projects and works
Records of major building projects and minor works.
Physical infrastructure - energy and emissions
Monitors and records energy consumption on buildings and major equipment at both Gardens Point and Kelvin Grove campuses. National Greenhouse and Energy Reporting (NGER) - records on energy consumption and emissions to report to the statutory (NGER).
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 and 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 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.
Rankings data and evidence
Information collected for provision to rankings agencies. Includes statistical information, contact lists and evidence of activity.
Uniforum university benchmarking dataset
Records relating to QUT's staffing, financial expenditure and revenue, organisational structure, courses and student numbers submitted annually to UniForum for benchmarking and comparisons of efficiency of university divisions and supporting operations. Includes high-level indicators from other universities that participate in the UniForum process.
Communication and collaboration
Details of the different media and channels made available to staff and students for communication and collaboration, including 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. Also, the records of who is using these and how for person to person, person to group, and group to group communication and collaboration.
Details of physical objects that support systems and services provided to staff and students university-wide (i.e. the 'hard' infrastructure), including internet access, QUT's core network, wireless access, server and storage management, as well as physical data centre facilities.
Learning and teaching data
Records relating to computing and audio-visual infrastructure in lecture theatres, teaching areas and learning spaces (i.e. the hardware), as well as the recordings of lectures and seminars.
Identity and access
Personal information about staff and students and their ID cards, accounts, passwords, and authentication management which facilitates their physical access to rooms, lifts, buildings and car parks; and electronic access to systems and services. Also the records of individuals' physical and electronic access to buildings and other parts of QUT's estate, systems and services.
Note: The personal information stored is personally identifiable information.
Security event logging information related to the QUT information technology environment.
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.
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.
Workplace health, safety and environment
Records relating to workplace health, safety and environment, incidents, claims, work cover, rehabilitation, chemicals, audits, inspections, training, HSE policy and procedures, licenses, risk assessments, radiation dose records.
Policy and 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, relationships etc.); details of communications (ass and one-one), engagement/interaction with QUT's Alumni and Corporate Events and Advancement Offices and across faculties, institutes and divisions. This also includes QUT staff who qualify as alumni under the QUT Alumni Statute. In addition, financial information such as philanthropic giving history and net worth of some individuals is available.
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 relating to the university's corporate partners' philanthropic and engagement activities.
QUT Precincts (Old Government House and operational)
Information about Old Government House including historical information.
QUT Precincts (art collection)
Information about QUT's art collection.
QUT Precincts - event management
Information about marketing, external communications, internal and external stakeholder event bookings and public relations.
QUT corporate website
Information about marketing (including course marketing), external communications and public relations.
Brand and Creative Studio (images and consent forms)
Two types of information assets are stored: 1. Images of QUT staff and non-QUT staff produced for marketing purposes. 2. 'Consent for use of image and personal information forms' signed by non-QUT staff. Sometimes consent forms are accompanied by 'How do you identify' forms where people nominate tags that can appear alongside their image, e.g. female, male.
Intranet (Digital Workplace/HiQ website) and QUT/HiQ app
Secure information portal for students and staff to support study and work at QUT. Details of aspects of university life and the resources, including staff, that support it. The primary information repository for helpful information about working and studying at QUT for both staff and students.
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.