You have the right to access information about University decisions that affect you, and to access information about you that the University has on its records.
Access To Your File
Access to Theses
Other Files
Regarded as exempt…

Access To Your File

Under Freedom of Information legislation you have a right to access your student file to read and in certain circumstances correct material that is incorrect.  You may also be able to add a note clarifying anything that is misleading.

Information on students extends to staff members’ diaries, emails, computer-based documents and any notes, written or otherwise.

It is generally policy that access to information on you is available on request and there are few instances where it would not be granted.  To look at your file formally, you have to apply to the Coordinator of Student Services.  24 hours notice is required.

Monash University encourages staff to provide feedback to you on your performance in exams.  If you wish to inspect your exam script  book you will have to apply to your Department or School or Faculty where a time will be arranged for you to read through your exam script.  You can apply for a copy of your exam script book which can be sent to you for a fee of $5 per script book.

You may be denied access to your exam script if the exam was short answer or multiple choice and the lecturer wants to use it again.

IMPORTANT – After 6 months exam script books are routinely destroyed

Access to Theses

Obtaining access to past theses of candidates is not difficult at all.  They are generally held in any branch of the University Library.  It is very rare for a thesis to contain sensitive information.

Other Files

You can seek to obtain files that contain information on decisions of the University, except those relating to commercial operations, staff personal files and other students’ files.  You have to know precisely which file you are looking for to ensure that your request is met.

To gain access you need to contact the “Freedom of Information Officer”.  A formal request is made in writing, indicating that the request is made under the Freedom of Information Act.  The documents requested should be as specified as clearly as possible.  You should also indicate whether access is desired in the form of inspection or copies of the document.  All FOI requests must be lodged with a $20 application fee.

On receiving a request the University must respond within 45 days.  If access is refused an appeal can be lodged within 28 days.  Appeals proceed first to the Vice Chancellor and you should receive a response within 14 days.  In the event that you are refused access you have ultimate recourse to the Courts.  Legal exemptions to the right to access refer to privacy, commercial confidentiality, some law enforcement and some decisions of government.

The University can charge a fee for search time and the cost of photocopying.  Under the University’s Freedom of Information policy fees are charged as follows:

• $20 application (must be included with your request)
• $20 per hour for time taken to locate and identify the documents
• $5 per quarter hour or part thereof for supervision of time taken to inspect the documents and
• 20 cents per A4 sheet for photocopies of the document.

The Freedom of Information regulations do not permit the University to charge for time taken in photocopying or decision making.  Where the fee may be more than $25 the University may ask you for a deposit before searching for documents you have requested.

Regarded as exempt…

Part of the Freedom of Information Officer’s duty involves deciding whether or not a document or part of a document is regarded as exempt under the terms of the Freedom of Information Act.  This means they decide whether or not the document (or part of it) should be given to you. A document or part of a document can be regarded as exempt if:

• it is an internal document and its release would not appear to be in the public interest
• it would be privileged due to legal proceedings
• it contains information regarding personal affairs of a person or persons who have not made the request
• it is information communicated to or from the university
• it is a referee’s report
• its release would disadvantage the university or another organisation commercially

Contact the Freedom of Information Officer
Ph: 9905 5137
foi@adm.monash.edu.au

To view the Monash Freedom of Information policy www.adm.monash.edu.au/unisec/foi/foimupol.html