Student Enrolment form (Part A) V1.0

What is the legal basis for collecting your personal information?

Monash College collects your personal data when you submit an application to Monash College for enrolment in the Vocational and Educational Training (VET) course. The personal data processed by Monash College, or processed on behalf of the College, is needed for the purpose of your enrolment in a Monash College VET program and throughout your candidature as a student and to help the College improve your experience as a learner. 

Monash College will generally collect personal information directly from you unless:

• you consent to the collection of the information from someone else; or

• Monash College is required or authorised by, or under, an Australian law, or a court / tribunal order, to collect the information from someone else; or

• It is directly unreasonable or impracticable to get the information from you directly.

How and why does Monash College collect your personal information?

Monash College uses your personal information to enable us to deliver VET courses to you, and otherwise, as needed, to comply with our obligations as a registered training organisation (RTO).

As an RTO, Monash College collects your personal information so that the College can process and manage your enrolment in a VET course with us.

Monash College will only process personal data that is necessary to fulfil the functions and activities of the College as determined by the nature of your interaction with Monash College and where Monash College has a lawful basis to do so.

What sort of personal data does Monash College collect?

The College will collect the following information from you during enrolment which include enrolment date, personal data such as give name, family name, date of birth, postal address, email address, phone number, educational background, USI number, special provisions, employment information and other data required to deliver the Vocational and Educational Training course.

Identity Check Notice

For any identity document details or copies of identity documents you are required to provide as part of this enrolment, a condition of your enrolment is that you agree to your personal details being checked with the document issuer or official record holder via a 3rd party system for the purpose of confirming your identity.

How Monash College protects your personal data?

Monash College is committed to the integrity and safeguarding of personal data and will take all reasonable steps to ensure that the personal data Monash College processes, maintains, uses or discloses is:

• accurate, complete and up-to-date.

• protected from misuse, loss, unauthorised access, modification or disclosure.

Where personal information will be transferred to a third party, the contract or agreement must contain privacy clauses requiring compliance with the Monash College Privacy Policy.

Monash College will take reasonable steps to destroy or permanently de-identify personal or sensitive information if it is no longer legally required to be held.

Monash College will provide you with the option of not identifying who you are or using a pseudonym when it is lawful and practicable to do so. However, the nature of the activities conducted by Monash College means that, generally, it is not possible for Monash College to provide services or deal with you anonymously or using a pseudonym.

For security and quality of personal data please refer to our Privacy Policy and Procedure.

How Monash College discloses your personal information and who does it share your personal data with?

Monash College is required by law (under the National Vocational Education and Training Regulator Act 2011 (Cth) (NVETR Act)) to disclose the personal information we collect about you to the National VET Data Collection kept by the National Centre for Vocational Education Research Ltd (NCVER). The NCVER is responsible for collecting, managing, analysing and communicating research and statistics about the Australian VET sector.

Monash College is also authorised by law (under the NVETR Act) to disclose your personal information to the relevant state or territory training authority.

Personal data may be used or disclosed by Monash College Pty Ltd for statistical, regulatory and research purposes. Monash College may disclose your personal information for these purposes to third parties, including.

• School - if you are a secondary student undertaking VET, including a school-based apprenticeship or traineeship.

• Employer - if you are enrolled in training paid by your employer.

• Third party providers engaged to deliver training on behalf of Monash College.   

Where your personal data may be processed.

Data stored in Monash College systems will be retained in Australia.

How the NCVER and other bodies handle your personal information.

The NCVER will collect, hold, use and disclose your personal information in accordance with the law, including the Privacy Act 1988 (Cth) (Privacy Act) and the NVETR Act. Your personal information may be used and disclosed by NCVER for purposes that include populating authenticated VET transcripts; administration of VET; facilitation of statistics and research relating to education, including surveys and data linkage; and understanding the VET market.

The NCVER is authorised to disclose information to the Australian Government Department of Education, Skills and Employment (DESE), Commonwealth authorities, State and Territory authorities (other than registered training organisations) that deal with matters relating to VET and VET regulators for the purposes of those bodies, including to enable:

• administration of VET, including program administration, regulation, monitoring and evaluation

• facilitation of statistics and research relating to education, including surveys and data linkage

• understanding how the VET market operates, for policy, workforce planning and consumer information.

The NCVER may also disclose personal information to persons engaged by NCVER to conduct research on NCVER’s behalf.

The NCVER does not intend to disclose your personal information to any overseas recipients.

For more information about how the NCVER will handle your personal information please refer to the NCVER’s Privacy Policy at www.ncver.edu.au/privacy.

If you would like to seek access to or correct your information, in the first instance, please contact the RTO administration team at rto.admin@monashcollege.edu.au.

DESE is authorised by law, including the Privacy Act and the NVETR Act, to collect, use and disclose your personal information to fulfil specified functions and activities. For more information about how the DESE will handle your personal information, please refer to the DESE VET Privacy Notice at https://www.dese.gov.au/national-vet-data/vet-privacy-notice.

Surveys

You may receive a student survey which may be run by a government department or an NCVER employee, agent, third-party contractor or another authorised agency. Please note you may opt-out of the survey at the time of being contacted.

How long will Monash College keep your personal data?

Your personal data will be kept as long as needed to fulfil the purposes for which it is collected unless permitted by law to retain it longer. In accordance with the RTO Standards, Monash College must retain sufficient data to be able to reissue a qualification or statement of attainment during a 30-year period.

Unique Student Identifier (USI)

All students undertaking accredited VET training must have a USI (under the Student Identifiers Act 2014). By enrolling you are consenting to Monash College collecting information for the purpose of being able to apply for a Unique Student Identifier on your behalf or verify a Unique Student Identifier that you have supplied and disclosing this information to the Student Identifiers Registrar. Details of how the Student Identifiers Registrar will collect, store and use your information may be viewed at the USI Website: https://www.usi.gov.au/.

Create your USI at https://www.usi.gov.au/. You will need an identity document to do so (Australian Passport, Certificate of registration by descent, Australian driver's licence, Medicare card, Australian birth certificate, Immigration card, Visa (with a non-Australian passport)).

Students Under 18

For students under 18, parental/guardian signoff is also required, and covers their vocational course enrolment plus any literacy/numeracy support units that may be required to be undertaken to support their study in their vocational course.

Contact information

At any time, you may contact the Monash College RTO Admin team to:

• request access to your personal information

• correct your personal information

Monash College RTO Admin team: rto.admin@monashcollege.edu.au 

At any time, you may contact the Privacy Officer to:

• make a complaint about how your personal information has been handled

• ask a question about this Privacy Notice

Monash College Privacy Officer: privacy@monashcollege.edu.au

Please refer to the Monash College Privacy webpage for more information.