IT and wireless – terms of use

The terms have been refreshed to provide clearer information about how the University collects, uses, and may disclose data generated when devices connect to the wireless network. The updates improve transparency and align the terms with current University policies and internal governance requirements.

No. There has been no change to existing practices. Additional statements have been added to clarify how wireless network data collected may be used. This includes, in exceptional circumstances, to assist in the detection and investigation of suspected unlawful behaviour or breaches of University policies.

The University may use wireless network data to:

• Ensure network access and use is authorised.
• Manage and maintain network services.
• Support planning for physical spaces and infrastructure.
• Investigate suspected misuse of the network or suspected breaches of law or University policy.
• Assist in disciplinary or misconduct processes, including to identify a device or user when required.

No. The University does not routinely use wireless network data to track or monitor individuals. While network connection information can indicate where a device has connected, the University does not routinely track individuals. Location related data of individuals is only used in limited circumstances in accordance with University policy and where considered reasonable and proportionate, taking into account the potential privacy impacts on individuals.

Yes. The fields which contain personally identifiable information are:

• Hostname – human friendly name assigned to identify a device.
• UserID – the login ID of the individual.
• MAC Address (Media Access Control Address) – a unique identifier assigned to a device’s network interface used for communication on a network.

Access to wireless network data is restricted to limited authorised staff. Under normal circumstances this means the technical teams responsible for maintaining the network and performing analysis to support space planning. In exceptional circumstances, the information captured may be provided to additional authorised staff to support University functions as set out in University policy or applicable laws (for example investigating activity or conduct that may be contrary to University policy and/or compliance obligations).

Personally identifiable information is deleted from the network data logs on a rolling 30-day basis. De-identified technical data is retained indefinitely to support campus analytics and cannot be used to identify an individual or support an investigation into any individual.

If you do not consent to the terms of use, you won't be able to access the University’s wireless network. However, you can still access University of Melbourne websites and software via other network options such as personal internet networks (eg via a mobile phone with roaming enabled or via internet dongles).

Yes. You can still access University of Melbourne websites and software via other network options such as personal internet connections. Information for students about how to connect to the Learning Management System (LMS) via mobile or home Wi-Fi is available via LMS support for students.

De-identified wireless network data is analysed to determine how many devices are connecting to Wi-Fi access points in different parts of the University at different times. This provides insights into which spaces are working well, and which might be better utilised. This in turn feeds into the University’s broader campus planning activities, to support improved space management.

When you enrol and re-enrol each year, you accept an Enrolment Declaration and Student Privacy Statement which acknowledges you are bound by all University Rules. This includes bringing attention, and providing a link, to the wireless terms of use.

Yes. You can let us know whether you accept or decline the terms at any time via IT account management.

The University may only monitor University-owned devices, the University network, and University-provided services such as Office365 (for example: Outlook, Word, Microsoft Teams) for the purposes outlined in University policies and the IT and wireless terms of use, including security and safety, legal compliance and enforcement of University policies and the conditions of use for University facilities and services. Any monitoring is conducted in accordance with University policies and applicable laws, including the University’s privacy obligations.

Communications using non-University systems or devices are not monitored - for example, if while on campus, you use a personal phone connected to a 4G/5G network to answer personal emails, this is not monitored by the University. Similarly, if you access a personal service (eg your internet banking) using your University-issued device, the contents within the banking application are not monitored.

We understand there may be concerns about how data from University IT systems and networks is used. IT systems and networks are provided to support users’ work and study at the University and include corporate accounts that create University records. As such, the University may need to use data from its IT systems and networks to support a number of its functions, as set out in University policies or applicable laws, for example:

• Investigating activity or conduct that may be contrary to University policy and/or compliance obligations.
• Ensuring that the University’s proprietary or confidential information is handled appropriately.
• Meeting the University’s legal obligations to protect the University community from harmful behavior (for example under workplace safety and anti-discrimination law).
• Analysing data relating to the use of the network and the physical University campus for planning and space/infrastructure management purposes.
• Meeting the University’s recordkeeping obligations.

Data from University IT systems and networks must be used in accordance with relevant laws, applicable terms of use and other University policies.

The policy supports the University’s compliance with applicable laws and regulations, including those related to data protection, privacy, and the University’s employment obligations. University policies are routinely reviewed to ensure they remain compliant as laws and standards evolve.

After considering feedback on this policy, we acknowledge there is some ambiguity regarding the term 'antisocial' and this term has been removed.

No, service providers do not have unrestricted access to our data. They only receive the information needed to deliver and support the IT services the University uses, and their access is strictly limited by contracts, technical controls and privacy requirements.

The University has governance processes to ensure that the use of data from University IT systems and networks is reasonable, proportionate and considers any potential privacy impacts on individuals. University policies explicitly state the purposes for which monitoring and analysis of University IT systems and networks may occur, to prevent arbitrary access and use of data. Any misuse of data is considered a serious policy violation and will be investigated.

The University is in the process of reviewing its governance and decision-making processes in relation to this data to ensure they are robust and appropriate.

Emails and messages sent using University-provided services such as Microsoft Outlook and Microsoft Teams are considered records of the University. While some reasonable incidental personal use is expected, users should be aware that the University may collect this information.

Emails and messages are not routinely monitored, but the University may access these communications in specific circumstances, such as investigating suspected misuse or complying with legal obligations. Any such access requires proper authorisation and is conducted in accordance with relevant privacy laws and University policies.