All individuals have a right to access the personal information that the University holds about them.
You can gain access to your personal information directly if you are a staff member or student of the University (through the myUNSW portal) or by contacting the relevant area of the University. You also have options to access your personal information if you initial access request is denied.
Proof of identity
The University will require proof of identity before it discloses any personal information that it holds.
If accessing personal information in person, the University officer will request original valid ID (eg. drivers licence, passport) before disclosing the information. If accessing by other means you will need to provide a certified copy of a valid ID along with your request.
Students can access some of their personal information via the myUNSW portal, including their:
- personal details;
- current enrolment details;
- fee statement;
- class timetable;
- exam timetable and results; and
- academic results.
Students can also update their personal details and maintain their enrolment via myUNSW.
To access your personal information held by the University that is not available via myUNSW, you should contact the relevant unit of the University to request access.
Past students wishing to access their personal information held by the University should contact the relevant area of the University that holds that information.
Details for obtaining your academic transcript are available here.
Staff members can access some of their personal information via the myUNSW portal, including their:
- personal details;
- pay advices and payment summaries; and
- leave balances.
Staff members can also update their personal details via myUNSW.
Staff members are also able to access their Personnel File and should be advised of any adverse reports or documents relating to performance placed on that file. To access your Personnel File, staff should contact Human Resources on telephone: (02) 9385 2711 or email: email@example.com.
Other individuals wishing to access their personal information held by the University should contact the relevant area of the University that holds that information.
If you wish a third party (eg. family member, friend, employer or legal representative) to access your personal information held by the University, you must provide express consent for the University to disclose your information.
To ensure the University meets its obligations under privacy laws, the consent must be writing, signed by the individual concerned, and contain the following information:
- full name
- date of birth
- residential address
- UNSW student of staff number (if known)
- details of the specific records for which consent to disclosure is given
- name of the person to whom the information will be disclosed
- proof of identity of the individual giving consent, being a certified copy of one of the following documents - current Australian driver’s licence or proof of age card; current Australian passport; or other proof of signature and current address details.
Current students wishing to authorise a third party should use the form provided by Student Central - available here.
The UNSW Privacy Officer can provide assistance to identity the relevant area of the University that holds your personal information.
If you are having trouble accessing your personal information, or access has been denied, the UNSW Privacy Officer may be able to assist by liaising with the relevant area to facilitate access (depending on the nature of the information being requested and its availability).
Formal application for access under the GIPA Act
You may be able to apply for access to your personal information by making a formal access application under the Government Information (Public Access) Act 2009 (NSW). This option is not the University's recommended way to access personal information. However, if your request is complex and may contain information that is not your personal information then an application under the GIPA Act may be required.
Further information on making an application under the GIPA Act is available here.
UNSW Privacy Officer
Phone: +61 2 9385 8369