University of Melbourne University Secretary's Department

Freedom of Information

In the period from 1 July 2010 to 30 June2011, 11 new requests for documents were received. There were two requests for personal documents and nine requests for non-personal documents. Access in full was given to three requests, partial access to one request, one request was denied, in one case there were no documents found, one case was determined to be outside the provisions of the Act and four cases were still in progress as at 30 June 2011.

The Principal Officer of the University is the Vice-Chancellor, Professor Glyn Davis AC. The Senior Vice Principal is the formally designated Freedom of Information Manager of the University.

All formal requests for access to documents of the University, under the provisions of the Freedom of Information Act, are to be made in writing to:

The Senior Vice-Principal
The University of Melbourne
VIC 3010

Enquiries on any aspect of the Freedom of Information legislation, or assistance that may be required to identify documents of the University available under Freedom of Information should be directed to:

Dr Christopher Stewardson
University Secretary
The University of Melbourne
VIC 3010

Telephone: (03) 8344 7117

Where access is granted to inspect, obtain or purchase material, arrangements will be made during normal office hours, Monday - Friday, 8.45 a.m. to 5.00 p.m.

A request for access to a document of the University should include sufficient information about that document to enable it to be identified. Assistance will be provided by an officer of the University in cases where details supplied about a document are not sufficiently clear to identify that document.

Charges for access to documents of the University under the provisions of the Freedom of Information Act will be in accordance with the standard provisions of the Freedom of Information (Access Charges) Regulation 1993.


FREEDOM OF INFORMATION
PART 11 STATEMENT

CATEGORIES OF DOCUMENTS
DOCUMENTS CONTAINING POLICIES, PROCEDURES & GUIDELINES
PUBLICITY SERVICES AND REPORT LITERATURE

A: CATEGORIES OF DOCUMENTS

Documents of the University exist at central administration, faculty and academic department locations. In general, documents created within the faculties and academic departments of the University are, as far as their relationship to academic policy is concerned, internal working documents and remain so until final recommendations are submitted for approval by Council or, where authority has been given, the Academic Board.

Major Information Systems - Central Administration

The major information systems of the University are maintained within Central Administration [CA], Human Resources [HR], and Student Administration [SA].

They are:

1. University Council Minutes 1853-

Available for reference on 35mm microfilm (1853-1976); 16mm microfilm (1976-) and microfiche (1983-). Council minutes from 1992 are available on the WWW. [CA]

The minutes record discussion on such matters as research funding, budgets, selection and quotas, establishment of new departments and courses, honorary degrees, bequests, student services, superannuation, associated institutions and University administration. The minutes are supported by an annual subject-related index, which is available for reference.

2. Academic Board (formerly Professorial Board) Minutes 1853-
Available for reference on 35 mm microfilm (1853-1975) and 16 mm microfilm (1976 -). [CA]. Academic Board minutes from 2008 are available on the WWW. [CA]

The minutes record discussion on matters such as academic assessment, unsatisfactory progress, research policy, continuing education courses, alterations to courses, approval of new courses, quotas, selection procedures etc. The minutes are supported by an annual subject-related index, which is available for reference.

3. Central Administration Correspondence [CA]
Annual single number series, 1853-1966. From 1966-1993 the files are arranged in a three-part number system. From 1994 the files are arranged in an annual single number series.

The files contain administrative material relating to committees, staffing policy, student policy, finance, buildings, donations and endowments etc, correspondence with other bodies, submissions to state and federal governments. Supported by a subject-related index to file titles, which is available for reference. 

4. Staff Correspondence Files [HR]
Individual staff files are maintained, containing general correspondence and administrative material created since the appointment of the staff member concerned.
5. Faculty Records
The University's records management program has resulted in the establishment of official sub-registries in faculty locations. Within this structure records fall into two categories:
  1. General correspondence and faculty committee documents, for which a file classification system has been developed.
  2. Student files involving correspondence between the faculty, central administration and the student and related administrative material. 

6. Academic Department Records

Assessment records are maintained within academic departments and relevant information is duly considered by examination boards of the University under the University's resolutions. It is University policy that any student may freely discuss any aspect of assessment with the examiners in a subject, in reference to work submitted for assessment.

Other records maintained by academic departments will include the normal range of administrative and committee/subcommittee/working group material.

7. Computer Records and Systems
Computer based systems have been developed to assist the University's administrative processes in the following major areas of activity: A wide range of smaller systems have been developed. Within this overall structure, a vast range of individual computer reports are produced to meet the needs of Central Administration, faculties, academic departments and students.
B: DOCUMENTS CONTAINING POLICIES, PROCEDURES & GUIDELINES

Documents listed within this section cover University publications that include details of policies, operating procedures and/or guidelines that may have an effect or impact on members of the public in their dealings with the University. All documents listed may be inspected on application to the University Secretary, where not otherwise available in the Melbourne University Bookshop or other public venues. Many documents are available on the web.

1. University Act, Statutes and Regulations
The University Act, Statutes and Regulations are detailed in the Calendar
    1. General Provisions;
    2. The Council, Chancellor & Deputy Chancellors, Vice-Chancellor and Senior Executive Staff;
    3. Alumni Council;
    4. The Academic Board;
    5. Academic Structures;
    6. Academic Titles And Honorary Appointments;
    7. Semi-Autonomous Bodies and University Services and Facilities ;
    8. Affiliated Colleges and Other Affiliated and Recognised Bodies;
    9. Fees and Charges, Non-Trust Awards and Trusts Governance;
    10. Admission, Enrolment, Assessment and Conferring of Awards;
    11. Student Discipline;
    12. Intellectual Property;
    13. Student Organisations;
    14. Management and Good Governance.
Regulations are linked to the Statutes they relate to. They include many of the instruments previously known as Standing Resolutions of Council, except for those matters related to the operation of Council itself and its committees which are still to be found as Standing Resolutions.

University Trust Records dealing with scholarships and endowments are available in a separate volume from the Calendar.

2. Standing Resolutions of Council
Standing Resolutions of Council codify the terms of reference, membership and functions of committees of Council and collect together all Council resolutions on meeting procedures etc. and are available on the web.
3. Manuals/Rules of Procedure
Rules and practices affecting members of the public in their dealings with the University will be found, in the first instance, in the following online or paper publications

C: PUBLICITY SERVICES AND REPORT LITERATURE

The University issues a large number and range of publications. A list of official publications is available on the web. The list includes:

  1. A Guide to Enrolment Produced by the Student Administration Office. Contains information for ex-Year 12 students who have received a VTAC Offer for a University of Melbourne course.
  2. A Guide to Re-Enrolment: Undergraduate and Postgraduate series of leaflets. Produced by the Student Administration Office. Contains information on how re-enrolling students can complete their enrolment.
  3. ARTiculation - Newsletter of the Faculty of Arts , (annual publication, published three times per annum). Distributed to alumni. No charge.
  4. Annual Report Review [Brochure produced annually]. No charge.
  5. Arrangements Relating to the Payment of Student Fees . Produced by the Admissions Office. Distributed to all students enrolling in fee-based places. No charge.
  6. Arts at Melbourne. Opportunities for International Students. Distributed to students and prospective students. No charge
  7. Chiron The journal of the University of Melbourne Medical Society. Free to members. 
  8. Community Access Program [annual publication]. Produced by the National Recruitment Office. Distributed to prospective students. No charge.
  9. Degrees of Freedom - Making the Transition from Year 12 to University. Produced by the Transition Program, Student Support Services. No charge. A video and teaching kit for schools answering student questions about the transition to university.
  10. Eleven Practices of Effective Postgraduate Supervisors Produced by the Study of Higher Education and the School of Graduate Studies An information booklet for supervisors of postgraduate students. No charge for University of Melbourne staff.
  11. Faculty of Architecture, Building and Planning
  12. Faculty of Arts
  13. Faculty of Business and Economics
  14. Melbourne Graduate School of Education
  15. Melbourne School of Engineering
  16. Melbourne School of Land and Environment
  17. Melbourne Law School
  18. Faculty of Medicine, Dentistry and Health Sciences
  19. Faculty of Science
  20. Faculty of Veterinary Science
  21. Faculty of the VCA and MCM
  22. Melbourne School of Graduate Research
  23. Growing Esteem: The University of Melbourne Plan
  24. Guide for International Visitors Produced by the International Office.
  25. Information for International Students Produced by the International Office. A comprehensive information guide directed to newly arrived students to assist in their academic and social orientation to the University of Melbourne.
  26. International Baccalaureate
  27. International Offer Acceptance  Produced by the Admissions Office
  28. International Student Transition and Enrolment . Produced by International Student Services, Student Support Services. A guide to enrolment processes for international students.
  29. Investment Report
  30. Graduate Destination Survey : Life After Graduation Statistical information on destinations of University of Melbourne graduates. Distributed to each academic department, other institutions and externally to graduate employers, government agencies and the media.
  31. Melbourne Global Mobility.  Produced by Melbourne Global Mobility Office Information on study abroad and exchange opportunities for current students
  32. Melbourne International Scholarships ; Melbourne Graduate Coursework Scholarships; Melbourne Undergraduate Scholarships; Melbourne Graduate Research Scholarships and Australian Postgraduate Awards.  Produced by Student Management Services
  33. Orientation Brochure Overview of orientation activities. No charge.
  34. PhD Handbook - Guide to Rules and Regulations For newly enrolled PhD students and their supervisors; outlines the rules and regulations of the degree.
  35. Research Review is a biannual magazine which reports on the University's research achievements and the latest in research news
  36. Research and Research Training Plan
  37. Schedule of Courses and Fees for Australian Students Undertaking Fee-based Programs A comprehensive listing of all courses and approved fees.
  38. Schedule of Courses and Fees for International Students A comprehensive listing of courses and approved fees. No charge.
  39. School Experience Handbook Published by Melbourne Graduate School of Education.
  40. Services for Employers.  Produced by Careers and Employment. A guide outlining the services provided to prospective employers through the Careers and Employment Unit.
  41. Starting University.  Produced by the Transition Program, Academic Enrichment Services
  42. Student Housing and Arrival Services. Produced by the Housing Unit, Department of Wellbeing Services. A guide to housing options and arrival services for students relocating to Melbourne to study.
  43. Student Housing Guides. Produced by the Housing Unit, Department of Wellbeing Services. A series of guide booklets on housing-related topics such as renting and temporary accommodation.
  44. Student Support Services.  Produced by Student Support Services. A guide describing the services offered by Housing, Careers Service, Health Services, counselling and language and learning skills.
  45. Study Abroad and Exchange Accommodation Guide A guide to accommodation options for study abroad and exchange students.
  46. Study Abroad and other Programs Produced by the Melbourne Global Mobiliy. A guide which gives a profile of Melbourne, the University of Melbourne and describes Study Abroad programs.
  47. Towards Environmental Sustainability
  48. The Wandering Scholar.   Produced by the communications Office. An introduction to the University, and the City of Melbourne and its environs.
  49. Women in Engineering Profiles of women working in engineering who are members of The Faculty of Engineering Women In Engineering Mentor Scheme.
  50. Undergraduate Course Guide, Online publications order form for future students.
  51. Undergraduate Scholarships Brochure  Produced by the Melbourne Scholarships Office. Information brochures on undergraduate scholarships and application form.
  52. UniNews Produced by the Media and Publications Services . News and information of interest to the University community. No charge.
  53. University Handbook
  54. Wise Up For Interviews. Produced by Careers and Employment [Revised and re-published every 2 years] is available for University of Melbourne students, alumni and staff to download electronically. A guide to successful interview preparation and performance.
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