Collection of Information
In order for AVTES to enrol a student into a training program of their choice, a number of personal details must be collected. These details are sourced through the completion of an Enrolment Form and/or details required by the State and Commonwealth regulations. There is a possibility of receiving an NCVER survey and/or invitation to participate in a Department endorsed project and/or being contacted the Department (or authorised persons) for audit purposes. AVTES includes a standard privacy notice in all enrolment forms, in accordance with the National VET Data Policy and the Victorian VET Student Statistical Collection Guidelines, which advises students how their data may be supplied to and used by the Department.
Other details relating to a student’s progress throughout a training program or Recognition of Prior Learning (RPL) application may also be collected. These details are primarily sourced from the student as required, but may also include second and/or third party contributions related to the program requirement.
Students are also invited to participate in satisfaction surveys, which may gather additional personal details. These surveys are designed to assist AVTES in improving our level of service and maximising the opportunities and benefits for our students.
Storage of Information
All students’ personal details are stored in a single secure database and in a compactus unit on our premises. Access is controlled and limited to only those staff members responsible for managing enrolments, results and certification, accounts, training and assessment. In line with our risk management practice and Student Records Policy (SR-P01) of secure and safe keeping, backup tapes are taken off-site. Archived records are also managed in a secure manner.
Accuracy of Information
AVTES makes every effort to keep student and client details accurate and up-to-date and information is immediately updated if errors or changes are identified. To this end, AVTES recommends that students:
- inform AVTES immediately if they find errors in their personal information; and
- keep AVTES informed of changes to their personal details (name, address or telephone number etc) or any anomalies which have occurred during the enrolment process.
Disclose of Information to Other Parties
No personal information is taken off-site or otherwise disclosed to any third party except when required to report statistical and program progression information as stipulated by legislative regulations, eg. the completion details of Government funded training programs. In such cases, information is protected by the confidentiality principles practiced by Government authorities.
In collecting Personal Information for the purposes of the VET Funding Contract, AVTES enrolment form requires a student’s acknowledgement and consent for AVTES to collect, use, hold and disclose that Personal Information, including by disclosing it to the Department by way of the submission of reports, for the purposes of complying with Record disclosure obligations and in the course of any audit, review or investigation. The enrolment form also requires a student’s acknowledgement and consent for the Department to collect, use, hold and disclose that Personal Information for the purposes of the VET Funding Contract and its operation and management of the Skills First Program, in accordance with all applicable Laws, including the PDP Act, the Health Records Act and the Privacy Act 1988 (Cth).
Where a student is under 18 years old, a parent/guardian signature is also required on the enrolment form.
Student Access to Information
It is a student’s legal right to know exactly what personal information and program records are held by AVTES. Such information is available at all times either over the telephone or in writing. To protect the privacy of clients, AVTES will confirm personal details before providing any information over the telephone.
Records & Information Access
Records and information relating to each student are held confidentially. Should access to these records and information be required by the participant, disclosure can be granted upon application.