Staff Privacy at UQ
As a staff of The University of Queensland (UQ), you will be required to provide personal information, such as name, address, contact details, bank details and emergency details for the purposes of managing your employment at the University.
The University of Queensland ("UQ") is committed to protecting your personal privacy and our practices comply with the Information Privacy Act 2009 (Qld). The personal information provided by you is collected, classified, stored, maintained, shared, retained and destroyed in accordance with UQ’s Information Management Policy .
How does UQ collect your personal information?
UQ collects your personal information only where it is necessary for a lawful function or activity of the University to be delivered.
UQ is required to retain records that summarise the employment of all employees in accordance with the General Retention and Disposal Schedule (GRDS) and the University Sector Retention and Disposal Schedule (USRDS). Some information must be retained permanently, other information can be disposed of following a prescribed time frame. You may request the deletion or destruction of your personal information only where it does not contravene obligations outlined in the above schedules by contacting askhr@uq.edu.au.
When collecting specific personal staff information, the University will take reasonable steps to ensure that you are informed:
why the information is being collected and how it is intended to be used;
the University’s authority to collect the information; and
any third parties to whom the University routinely gives the kind of information requested.
How does UQ use your personal information?
In line with UQ’s Information Governance and Management Framework, there are four classifications used for staff information:
Staff Information Classification | Description | Examples of information within this classification |
Official Public | The information is authorised for public access, however it may not be made available in the public domain.
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Official Internal | The information has a restricted audience, and access must only be authorised based on academic, research or business need.
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Sensitive | The information has a restricted audience, and access must only be authorised based on strict academic, research or business need.
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Protected | The information has a restricted audience, and access must only be authorised based on very strict academic, research or business need.
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Who does UQ disclose your personal information to?
Internal staff information - The table below details the information that staff can see about each other and the reason for collecting and sharing this information.
Information Type | Information captured/shared | Reason for collection and sharing |
General Identity Information
| Full preferred name and title (not legal name) | Enables an employee record to be created, shares the correct source of employee information with other workers |
Worker photo, current and historical job details
| A professional photo you are comfortable sharing with others, your current job title and type of employee you are (casual, fixed-term, continuing or other), a listing of all jobs you have held at UQ and for what time periods. | Fosters a ‘get to know you’ culture for UQ, where open collaboration is encouraged and in a large organisation we can get to know each other. Photos and job history details can be removed by the individual if they would prefer not to share. |
Upcoming absences
| Dates you will be absent from work in the next 30 days, does not show reason for absence | Assists managers and other staff know your availability and plan ahead (similar to the out of office in Outlook) |
Work Contact Information, Support Roles, Organisational Membership and Manager Information
| What team you are a member of, who your manager is, which staff from HR are assigned to support you, what your email address and work location is | Supports correct identification of workers and enables teams like HR, Finance, Security & ITS to confirm their service requests are for the correct person |
Skills, Talent Statements, Internal Projects Membership, Languages, Professional Affiliations | Self-entered professional skills, UQ projects you have been a part of, languages you speak, any affiliations with external organisations | Optional for staff to complete in order to provide a professional profile to other workers at UQ. Can be used to search for workers with particular skills, experience or affiliations. |
Sensitive staff information – The table below details the type of information that staff can see about themselves, what managers/supervisors can see about their direct reports, what information approved UQ staff can access limited by supervisory organisation and type and what HR can access limited by supervisory organisation and type.
Information Type | Information captured/shared | Reason for collection and sharing |
Emergency Contact Information | The name, phone number, preferred language and email address of emergency contacts you have entered | Only to be used strictly for contacting these people in case of an emergency. |
Confidential HR Enquiries | All enquiries submitted to a HR enquiry address. | Enables UQ HR to respond confidentially to enquiries. |
Disability | Optional for completion by UQ workers who wish to request a workplace adjustment due to impairment, activity limitation or participation restriction. | Managers can support and promote the rights of their team members to contribute and work on an equitable basis with other members of our community, and provide initiatives such as reasonable adjustment, or accessible facilities, resources and services. |
Education, Licenses and Certifications | Record of any relevant education, licenses or certifications that may be required for your position such as Blue Cards, First Aid Certifications, Accreditations, Chartered Professional, Approvals to undertake restricted activity. | Enables managers, HR and Health, Safety & Wellness where appropriate to mitigate any risks related to underqualified persons. |
Government ID’s, Work Rights, Passports, Visa | Any uploaded copies or data entered to evidence work rights, this could be a birth certificate, driver’s license, passport, visa information. | Enables UQ to comply with necessary employer obligations. |
Personal contact information | Your personal contact information including home address/es, phone number/s, email address. | Enables UQ to contact you directly in case of an emergency, and also to facilitate your salary payment and identity confirmation. |
Personal demographic information | Race/ethnicity, religion, military status, Aboriginal or Torres Strait Islander status | Enables UQ to comply with necessary employer obligations. Only Date of Birth and Gender are mandatory. All other fields are optional for staff to complete. UQ collects this information to fulfil our compliance reporting requirements for WGEA and UQ’s participation in the SAGE Athena SWAN Program. UQ also uses this information to deliver support initiatives for staff, such as the Warm Welcome Program, Gender affirmation in the Workplace, offering entitlements to staff engaged in military service per Other Leave Procedure , and initiatives related to Religious and Cultural Observance Guideline. All staff must comply with UQ’s Staff Code of Conduct Policy, specifically relevant is Ethical Principle 4.3 Appropriate use of University Information. |
Bank Account and Tax File Number | Australian Tax File Number, Bank Name and Account Number | Enables UQ to pay salaries to staff, and comply with necessary employer obligations from the ATO. |
Personal Identity Information | Legal Name, Pronouns, Date of birth*, gender, gender identity *year of birth is not visible to managers
| Enables manager to execute their legal managerial responsibilities. Managers must appropriately use personal information provided to them. Only Date of Birth and Gender are mandatory for staff in order to deliver payroll services in compliance with ATO requirements.
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Detailed Employment Information and History | Dates of employment across full history at UQ, position number and title, job profile and family, management level and FTE, work shift and employee ID. History of all staffing transactions completed in Workday. | Enables manager to execute their legal managerial responsibilities. |
Compensation Package | Total base salary, total superannuation received, any bonus or allowance payments. Historical record of changes to salary over time. | Enables manager to execute their legal managerial responsibilities. |
Worker Documents | Offer letters, employment contracts, Passports, Work Rights and Visa, Qualifications, License, Reference Letters, Medical Certificates and other Absence documents, Compensation letters, Termination letters, Selection Notes and Position Description. | Enables manager to execute their legal managerial responsibilities. Managers must appropriately use personal information provided to them. |
Legal or Workplace Relations Case Management Files and complaints directed to HR | Files, notes and records relating to any issues brought forward to or managed by the Workplace Relations team within HR. | Enables Workplace Relations to confidentially manage sensitive staffing issues or complaints. |
Time Tracking, Absence Requests, Rosters and Schedules | Dates and reasons for time off from work. Timesheets and overtime records. Schedules and | Enables managers to effectively resource the team for upcoming leave and execute their legal managerial responsibilities. |
Performance, Learning and Feedback | Current and historical performance reviews, development and performance improvement plans and objectives. Goals set and status. Feedback received from and given to others. | Provides managers with the comprehensive information required to fairly and objectively review your performance, creates a formal record of your performance reviews that is easy to locate later. |
Conflict of Interest, Secondary Employment, Sensitive Research and Foreign Influence disclosures. | Enables UQ to meet ethical and legal obligations and comply with policy and legislative obligations |
Recruitment – Personal information is collected during the recruitment process. The table below details the type of information that staff/candidates can see about themselves, what selection committees and hiring managers can see for the purposes of completing recruitment activities and what HR can access limited by supervisory organisation and type.
Information Type | Information captured/shared | Reason for collection and sharing |
Candidate Profiles | All information supplied by an internal or external candidate for a job. Work rights, Visa details, current notice period, salary expectations, referee information, resumes, cover letters and other documents loaded by the candidate. Note: Detailed results of background checks are not shared with Selection Committee or Hiring Managers, or pass/fail information pertinent to the appointment. | Enables hiring managers to assess candidates and appoint workers to the University. |
Job Requisitions | All details pertaining to the recruitment of a position to UQ including job requisition status, job description, profile, location, and hours. The skills, education, languages, certifications, work experience, competencies, responsibilities required for the job. Total compensation for the position and posting information for the job. Candidate applications, selection panel notes and results. | Enables hiring managers to assess candidates and appoint workers to the University. |
Onboarding | The checklist and progress of tasks a new starter or person changing positions needs to complete upon joining the University | Enables effective onboarding of new hires and people changing positions. |
Protected Personal Staff Information – The table below details the type of information that staff can see about themselves and what approved UQ staff and HR staff can access limited to supervisory organisation and type.
Information Type | Information captured/shared | Reason for collection and sharing |
Citizenship | Details of citizenship including dual citizenships | Enables UQ to confirm eligibility to work in Australia and fulfil obligations regarding autonomous sanctions checking. |
Protected Confidential Information – Staff can request access under the relevant administrative access scheme per Access to and Amendment of UQ Documents Procedure or complete a formal access application under the Information Privacy Act 2009. Limited teams in HR and approved UQ staff can access approved data tables/files. *Approved UQ workers can access UQ staff related committee records.
Information Type | Information captured/shared | Reason for collection and sharing |
Work Injury and Worker Compensation case matters | Files, notes, and recording relating to any issues managed by UQ’s Work Injury Management Section in Health Safety and Wellness. | Enables the Work Injury Management Section to manage the provision of workers’ compensation and rehabilitation entitlements. |
UQ Staff Related Committee Records *Approved UQ workers only
| Files, notes and records relating to committees at UQ such as local confirmation and promotion committees, academic confirmation committees. | Enables the effective and required record keeping for UQ official committees. |
How does UQ provision access to staff information at UQ?
Staff Information is stored in a number of systems that support HR processing and payroll related activities. Provision of access to these systems is automated based on your role, can be approved based on your role or other requirements or adhoc.
For further information on requesting approved or ad hoc access to systems please contact AskHR.
Automated | Role based access in Workday Role based in Aurion |
Approved | Role or user based in Workday Role or user based in Aurion Role or user based report access in Reportal Delivered, scheduled reports in Workday User based in miscellaneous systems (eg CAHP) |
Ad Hoc | Contact AskHR Delegation in Workday |
*Note – requesting additional access to staff information in Workday requires endorsement by the Head of the Organisational Unit and consultation with the HR Client Partnering team to complete a request framework in Workday
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