Student Information Access Policy

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Intent

This policy specifies the levels of access to information and communication technology services available to students, and in particular identifies:

a. the levels of service available to students,

b. services associated with each level of service,

d. how each group of students is defined, and

d. the criteria which determine when a level of service will be invoked or revoked.

Scope

All students.

Definitions

eStudent - the portal giving students access to their personal and enrolment information.

StudentsOnline - the portal giving students access to eStudent and a range of other services, including access to LearnJCU, personal lecture timetable and personal library borrowing details.

GraduatesOnline - the portal giving James Cook University graduates access to their personal and previous enrolment information.

The following definitions are used to describe the levels of service provided to students:

course application access – a level of service made up of the following services:

  • No services at this time.

course offered access – a level of service made up of the following services:

  • Login access to eStudent.

course accepted access – a level of service made up of the following services:

  • Login access to eStudent.

course admitted access – a level of service made up of the following services:

  • Login access to eStudent.

  • Login access to StudentsOnline.

  • JCU Email account.

  • Access to computer labs, printing facilities, and data outlets or wireless connections to which students may connect their own laptop computers.

  • Access via directory-enabled doors.

enrolled access – a level of service made up of the following services:

  • Login access to eStudent.

  • Login access to StudentsOnline.

  • JCU Email account.

  • Access to computer labs, printing facilities, and data outlets or wireless connections to which students may connect their own laptop computers.

  • Access via directory-enabled doors.

  • Login access to LearnJCU.

  • Access to Electronic databases and journals.

  • Issuing of Student ID card.

  • Access to records regarding personal Internet usage

  • Allocation of Internet quota based on the number of credit points enrolled.

leave of absence access – a level of service made up of the following services:

  • Login access to eStudent.

  • Login access to StudentsOnline.

  • JCU Email account.

alumni access – a level of service made of the following services:

  • Login access to eStudent.

  • Login access to GraduatesOnline.

  • JCU Graduates Email forwarding service.

Policy and Procedures

The following criteria determine when levels of service are invoked or revoked for groups of students:

a. When any student applies for admission to a course the student shall be granted ‘course application access’.  Notwithstanding other provisions of this policy, this level of service will continue until the University accepts or rejects the application or the application elapsed period expires.

b. When any student is offered a course the student shall be granted ‘course offered access’. Notwithstanding other provisions of this policy, this level of service will continue until the student accepts or rejects the offer or the offer elapsed period expires.

c. When any student accepts a course offering the student shall be granted ‘course accepted access’. Notwithstanding other provisions of this policy, this level of service will continue until the University admits the student to the course or rejects the acceptance.

d. When any student is admitted into a course, but is not currently enrolled in any subjects associated with that course, the student shall be granted ‘course admitted access’.  Notwithstanding other provisions of this policy, this level of service will continue until the student has a currently enrolled subject or subjects, or the student ceases to be admitted in the course.

e. When any student is admitted into a course, and is currently enrolled or remains under examination in one or more subjects associated with that course, the student shall be granted ‘enrolled access’.  Notwithstanding other provisions of this policy, this level of service will continue until the student is no longer currently enrolled, and the examination is complete, in any subject associated with that course, or the student ceases to be admitted in the course or has taken a leave of absence from the course.

f. When any student is granted a leave of absence on their course, the student shall be granted ‘leave of absence access’ even when the student may otherwise be entitled to a higher level of service with that course.  Notwithstanding other provisions of this policy, this level of service will continue until the student has been deemed to have returned from a leave of absence from the course whereby the other provisions of this policy would at that time apply.

g. When any student has successfully completed a course the student shall be granted ‘alumni access’.  Notwithstanding other provisions of this policy, this level of service will continue indefinitely.

h. When any student is admitted to two or more courses concurrently, notwithstanding other provisions of this policy, the greater level of access shall apply to that student.  Notwithstanding other provisions of this policy, the higher level of service will continue until the course to which that service is related is completed or terminated.

i. When any student withdraws or is withdrawn from a course, notwithstanding other provisions of this policy, all access relating to that course will be revoked.

Related documents, legislation or JCU Statutes

Information, Communication Technology – Acceptable Use Policy

Approval Details

Policy sponsor:

Deputy Vice Chancellor, Services and Resources

Approval authority:

Futures Committee

Version no:

15--1

Date for next review:

15/06/2012

Modification History

Version no.

Approval date

Implementation date

Details

15-1

10/09/2015

11/09/2015

Policy sponsor and approval authority amended to reflect Council approved Policy and Delegations Framework

Author: Quality, Standards and Policy Office

07-1

15/06/2007

5/11/2007