CARMS :: Business Classification Scheme

Animal Management (Activity Descriptor)

Reference:

SCOPE
The activities associated with the care, use, protection and disposal of animals and animal body parts or specimens for teaching, research purposes in accordance with statutory requirements. For records relating to particular research projects refer to Research - Research Projects. For records relating to approvals by the University's ethics committees to use animals for scientific purposes refer to Research - Ethical Clearances.

Acquisition, management, maintenance and care
Records relating to the acquisition, management, maintenance and care of animals. Includes animal register (description, use, duration, disposal and justification), acquisition, transport, care (including veterinary medical records), handling, housing/storage documentation, disposal of animal remains or specimens, records relating to administering lethality tests and quarantine

Complaints
Records relating to complaints concerning animal management. Includes complaint, investigation and response/outcome.

Licences and permits
Records relating to licences or permits for supply, collection, import, export, release, or killing of animals. Includes applications, supporting information, and licences.

Monitoring
Records relating to the monitoring of animal management. This includes records relating to checks by internal or external officers and records relating to non-compliance and action taken. Records include but are not limited to: seizure direction and consent, receipt, information notices, direction for animal welfare, orders and appeals.

Registration and accreditation
Records relating to registration as a scientific user and accreditation of animal research facilities. Includes application for accreditation/registration, supporting documentation, registration certificate and replacements, and variations/amendments.

Annual Reporting (Activity Descriptor)

Reference:

SCOPE
The activity associated with the preparation of annual or regular submissions to Commonwealth Government associated with core and other business activities. For records relating to Annual Reports to parliament refer to Information Services - Information Management.

Submission - Core business activities
Annual submission to Commonwealth Government on core business activities, such as Institution Assessment Framework Information Collection (previously called Educational Profile) and Research Profile Reporting. For research publication output reports refer to Research - Research Funding.

Submission - Other business activities
Submissions to Commonwealth Government on other business activities, such as approval of programs/courses for student income support payments. For research publication collection records refer to Research - Research Funding.

Appointments and Invitations (Activity Descriptor)

Reference:

SCOPE
The activities associated with the appointment of individuals to adjunct and honorary appointments, conjoints, and visiting scholars.

Adjunct appointments
Records associated with adjunct appointments. Includes award of academic title.

Conjoint appointments
Records associated with conjoint appointments.

Honorary appointments
Records associated with honorary appointments.

Occupational trainees
Records associated with occupational trainees (normally overseas students who are allowed to enter Australia to gain work experience in an academic area of the University).

Postdoctoral fellows
Records associated with postdoctoral fellows.

Visiting scholars
Records associated with visiting scholars.

Assessment (Activity Descriptor)

Reference:

SCOPE
The activities associated with processing and forming judgements about the quality and extent of student learning. For records associated with curriculum management and details of course content refer to Teaching and Learning - Curriculum Management.

Academic record
Official academic records of the grades achieved by a student in a course or program.

Assessment - completed
Examination scripts and other forms of assessment completed by students. Including written, oral, performance, assignments and presentations.

Attendance
Records relating to the attendance for examinations or other assessment activities.

Examination papers - master set
Master set of exam question papers.

Results - appeals
Records relating to appeals about examination/assessment results.

Results - changes
Records relating to changes to assessment results. Includes requests and outcomes.

Results - grading
Results - grading/marking of individual assessment items such as assignments, essays and theses.

Results - review
Records relating to review, moderation and confirmation of results.

Special arrangements
Records relating to special arrangements for individual students during examinations or assessment (for example to assist with a disability or language need), and/or special arrangements for distance education, and remote sites. For standard timetabling arrangements, refer to Teaching and Learning - Timetabling.

Special consideration
Special consideration requests and outcomes. Includes requests for deferred or supplementary examinations.

Supervision - examination arrangements
Records relating to administrative arrangements for examination and assessment. Includes supervision/invigilation arrangements and timetables.

Supervision - higher degree students
Supervision of higher degree students - (masters and PhD) where assessment is not by coursework but by thesis or other significant work.

Theses - assessment
Records relating to assessment of thesis or other significant work for higher degree students (Masters and PhD). Includes appointment of examiners.

Theses - master set
Master set of theses submitted by research higher degree (Masters and PhD) and Honours students, for the purpose of assessment or evaluation in their degree.

ASSET MANAGEMENT (Function)

Reference:

SCOPE
The function of managing University assets including equipment & stores, fleet management, property management, traffic & parking, technology & communications, honouring & naming and related policies & procedures.

Associations/Liaison (Activity Descriptor)

Reference:

SCOPE
The activities associated with maintaining contact between the University and external bodies, including professional associations, professionals in related fields, other universities, private sector organisations, community groups, student representative bodies, student unions and similar groups. Includes sharing advice and discussions, and membership of professional organisations. Includes memoranda of understanding.

Agreements & Memoranda of Understanding (MOU)
Records relating to agreements and MOU to establish relationships with entities external to the University (eg. agreements with other universities both within Australia and overseas).

Appointment of members
Records relating to appointment of members to committees etc, controlled by an external body.

Authorisations (Activity Descriptor)

Reference:

SCOPE
The activity of the University seeking permission to undertake an action. Food premise registration records may either be managed as part of the food operator licence application or as part of the building development process. For records relating to approvals relating to the construction of food premises refer to Asste Management - Property Management.

Food business operator
Records relating to the licensing of the University to operate a food business under the Food Act 2006. Includes, but is not limited to:
- licence application;
- supporting documentation;
- decision notice;
- renewal, variation or cancellation notices;
- compliance self-assessments;
- copies of inspection reports
- copies of Program audits; and
- show cause notices.

Liquor Licence
Records relating to the licensing of the University to sell or supply liquor in accordance with section 27 of the Liquor Act 1992. Records may include, but are not limited to, liquor licence applications, decision notices, and records relating to the acquisition, purchase, sale and supply of liquor.

Awards (Activity Descriptor)

Reference:

SCOPE
The activity of establishing literary prizes and awards, receiving and considering nominations and presenting awards. For records relating to the marketing of prizes and awards, refer to the Strategic Management, Government & Community - Community Relations.

Award recipients
Master list of prize or award recipients.

Awards - Successful nominations
Records relating to nominations received for literary awards sponsored by the University, that are successful. Includes notification of outcome.

Awards - Unsuccessful nominations
Records relating to nominations received that are unsuccessful. Includes notification of outcome.

Judging panel
Master list of judges.

Awards & Recognition (Activity Descriptor)

Reference:

SCOPE
The recognition of excellence in performance by staff. Includes internal and external awards. For records relating to teaching awards refer to Teaching and Learning - Awards, Scholarships and Prizes.

Establishment
Records relating to the development and establishment of excellence awards within the University. Excludes teaching awards.

Granting of award
Records relating to the granting of non-teaching awards to a staff members where these records are not retained as part of the personnel file. For records relating to the granting of a community or professional award to a staff member, refer to Strategic Management, Government & Community - Community Relations.

Awards, Scholarships and Prizes (Activity Descriptor)

Reference:

SCOPE
The activities associated with the granting of awards to staff in recognition of teaching excellence. Includes awards for University teaching given to individuals or to the institution, and internal and external awards.

Applications - consideration
Records relating to the consideration of applications for potential nomination for an award.

Applications - nominated after consideration, not successful
Records relating to applications received which are nominated for an award and are not successful.

Applications - nominated after consideration, successful
Records relating to applications received which are nominated for an award and are successful.

Applications - not nominated after consideration
Records relating to applications received but not nominated for an award.

Establishment
Records relating to the development and establishment of excellence awards within the University.

Biotechnology Compliance (Activity Descriptor)

Reference:

SCOPE
The activities relating to the control, certification, accreditation and regulation of biotechnology facilities and organisms, in accordance with statutory requirements as outlined in the Gene Technology Act 2001 and the Gene Technology Regulation 2002. For records of institution bioethics committees refer to University Governance - Governing Boards & Significant Committees. For records relating to particular research projects refer to Research - Research Projects.

Accreditation
Records relating to the accreditation of an institution to conduct biotechnology research under the Gene Technology Act 2000. Includes application, supporting information, notice and annual report to Office of the Gene Technology Regulator for legislative compliance.

Biosafety - incident reporting
Incident reports relating to biosafety.

Biosafety - inspections
Correspondence relating to biosafety inspections conducted by an external inspector.

Biosafety - risk management
Records relating to activities associated with biosafety risk management including management and mitigation of risks associated with biotechnology research.

Certification
Records relating to certification of university biotechnology practices, procedures and facilities under the Gene Technology Act 2000. Includes inspections by monitoring authority, application, supporting documentation, certificate, variation, suspension or cancellation and internal and external reports for legislative compliance.

Licensing
Records relating to biotechnology licences held by the University under the Gene Technology Act 2000. Includes application, supporting or additional information, notification of decision, and variations.

Calendars & Handbooks (Activity Descriptor)

Reference:

SCOPE
The activity of developing guides to programs and courses and other information regarding the University. University publications are required for legal deposit with the State Library of Queensland, the Parliamentary Library and the National Library of Australia under the Libraries Act 1988 and the Copyright Act 1968. For records relating to the drafting and release of publications refer to Information Services - Information Management.

Publications
Includes master and duplicates of calendar and handbook publications.

Careers & Employment (Activity Descriptor)

Reference:

SCOPE
The activities associated with providing information and assistance to students relating to student and graduate employment, career management and job search, and providing advice to the University on these matters.

Administration
Records relating to the collection and dissemination of careers information. Includes interaction with providers and employers, employment opportunities, seminars and mentoring.

Counselling services
Client records - careers counselling.

Diaries
Appointment registers.

Cataloguing (Activity Descriptor)

Reference:

SCOPE
The activities associated with registering and describing objects within the collection.

Registration of collection
Records relating to registering the collection through establishing and maintaining physical and intellectual controls. Includes catalogues, inventories, electronic control systems, indexes and registers.

Child Care Services (Activity Descriptor)

Reference:

SCOPE
The activities associated with the provision of child care services where the service is provided directly by the University or where, for other reasons (such as contractual agreements) the University has a right to control the records (based on Child Care Regulation 2003). Includes compliance with relevant standards of practice, promotion of services, vacation programs for children etc. For records relating to child care insurance claims and compensation refer to University Governance - Risk Management.

Absences and attendance
Records relating to excursions, fire drills and attendance, including approved absences.

Administration
Child care routine administrative actions, including catering.

Admission
Child care admission agreements and enrolment forms, employer sponsored childcare documentation (if applicable). Includes waiting lists, special child care benefits statements and statement of child care usage forms, Family Assistance Office assessment notices, and certificates of approval for more than 20 hours care per week or more than 50 hours care for a child at risk. Also includes personal development programs.

Complaints and grievances
Records relating to parent/guardian reports or serious complaints about the care of a child.

Deaths
Records relating to child care deaths.

Equipment
Records relating to equipment in use at the centre.

Illness and injury
Records relating to child care illnesses and injuries suffered while in the licensee's care and medical treatment administered at the child care centre.

Programs
Development and evaluation of the centre program. Program documentation (final version).

Registration and licensing
Child care State licence, registration, funding arrangements, commonwealth subsidies, use of facilities and establishment.

Staff details
Records relating to staff employed at the centre including staff member name, address and telephone number; attendance of staff member and rest pauses taken. For records relating to personnel refer to the Human Resource Management - Staff Files.

Transport
Records relating to child care centre vehicles owned by the University and used to transport children cared for at the centre (includes make, model and registration number).

Clinics (Activity Descriptor)

Reference:

SCOPE
Activities relating to the provision of a service to the community by the University's students in the course of their studies under the supervision of teaching staff and practising professionals. Includes veterinary, health, dental, allied health clinics. May also include clinics conducted in professional areas such as psychology, social work, human movement studies. For records of health service clinics refer to Student Services - Health Services. For research activities undertaken by clinics refer to Research. For records relating to annual reports on clinic activities refer to Strategic Management, Government & Community - Strategic Management.

Appointment register
Appointment registers for university teaching clinics.

Clinical care - notifiable diseases
Records displaying evidence of clinical care to an individual patient/client with the following notifiable diseases: Hepatitis B, Hepatitis C, HIV, Leprosy, Q Fever, Severe Acute Respiratory Syndrome (SARS), Syphilis, and Tuberculosis.

Clinical records
Records providing evidence of clinical care to an individual or group of patients. Includes records displaying evidence of clinical care to an individual patient who died prior to attaining adulthood.

Clinical records - animals
Records displaying evidence of clinical care to an animal.

Schedule of fees

Surgical registers
Surgical register - optometry, podiatry and veterinary.

Collaborative Ventures (Activity Descriptor)

Reference:

SCOPE
The activities involved in managing joint operations of the University with other organisations including government, where there is a contract, formal arrangement or joint contribution of resources. For minutes and agendas of board meetings refer to University Governance - Governing Boards & Significant Committees. For individual projects refer to Research - Research Data and Teaching & Learning - Teaching Projects. For routine administrative and financial records refer to Finance - Financial Management.

Establishment - do not proceed
Records relating to proposals to establish Cooperative Research Centres (CRCs), Special Research Centres (SRCs) and Joint Ventures which do not proceed.

Establishment - proceed
Records relating to establishment and strategic management of Cooperative Research Centres (CRCs), Special Research Centres (SRCs) and Joint Ventures. Includes preliminary discussions, copy of proposal or submission, deed of agreement, appointment of steering committee or board members, terms of reference or tasks, notification of withdrawal, funding agreements, the University's on-going participation, restructures, other strategic matters and annual reports. For memoranda of understanding and agreements refer External Relations - Associations/Liaison.

COLLECTIONS MANAGEMENT (Function)

Reference:

SCOPE
The function of managing collections of art, museum specimens/artefacts and other objects which are owned by the University or on loan to the University. For records relating to the valuation of collections refer to Finance - Financial Management. For records relating to the management of lithographs, serials and other publications held by a library refer to Information Services - Information Management.

Commercialisation (Activity Descriptor)

Reference:

SCOPE
The activities associated with gaining economic benefit from a product derived from teaching. Excludes records concerning the establishment of university companies. For records relating to the establishment of University companies refer to University Governance - University Companies. For records relating to marketing and advertising refer to Strategic Management, Government & Community - Community Relations. For routine administrative and financial records refer to Finance - Financial Management.

Agreements - product commercialised
Records relating to agreements for commercialisation where the product is commercialised. Includes licence deeds, agreements, confidentiality deeds, sub licences, assignments and deeds of indemnity.

Agreements - product not commercialised
Records relating to agreements for commercialisation where the commercialisation is unsuccessful. Includes licence deeds, agreements, confidentiality deeds, sub licences, assignments and deeds of indemnity.

Feasibility studies
Records relating to planning and feasibility studies for the commercialisation of a product, including arrangements for commercial manufacture or design of a product.

Community Programs (Activity Descriptor)

Reference:

SCOPE
The activities associated with running programs which benefit the broader community. Includes adult education programs such as fitness, health, well-being, behavioural, art, language and special interest programs. Excludes non award courses. For records relating to non award courses or programs refer to Student Administration - Enrolment or Teaching and Learning - Curriculum Management.

Community programs
Records relating to community programs include but are not limited to:
- program curricula;
- attendance records; and
- program marketing materials.

Community Relations (Activity Descriptor)

Reference:

SCOPE
Records relating to activities of the University documenting its interaction with the community rather than with other government agencies. Includes marketing, advertising, media liaison, exhibitions, celebrations, ceremonies, speeches, official representation at functions and participation in community activities.

Celebrations - Honours, awards, prizes
Records relating to an award, prize or reward sponsored by the University, including sponsorships administered by the University. Invitations to sponsor, judge or nominate for awards or prizes, as well as University instructions, guidelines and other reference material relating to honours, etc.

Ceremonies
Records relating to celebrations and ceremonies of significant historical interest to the State, including official openings of major buildings. Records relating to administrative arrangements for celebrations and ceremonies, including catering, invitations, venue and entertainment organised or paid by the University. Invitations to, arrangements for attendance at, and general information relating to functions organised by another University or organisation.

Conferences - University
Records relating to arrangements for conferences organised by the University. Master sets of transcripts of proceedings and reports of major conferences organised by the University. Other transcripts.

Conference - External
Records of proceedings of conferences and arrangements to attend conferences that are not organised by the University. Records relating to speeches, presentations, etc., made by University representatives at external conferences.

Donations
Records of significant bequests to the University. Records relating to donations of money or gifts made to the University, or by the University.

Enquiries
Correspondence records relating to provision of information to clients, including the provision of information about routine and general matters; hours of operation, change of address, etc.

Exhibitions
Film, video or photographic record of displays and exhibitions of major significance to the State, including associated paper-based material. Records relating to arrangements for the organisation of, or participation in, exhibitions, displays and fairs, including publicity. Invitations and publicity material relating to displays and exhibitions organised by other agencies.

Liaison - Associations, Clubs
Records relating to arrangements for memberships in business, professional, social or sporting clubs and associations. Invitations to join, brochures and similar promotional material.

Marketing - Advertising
Information/ marketing plans and strategies developed to promote the University's image or activities. Arrangements for the design, production, storage and distribution of promotional material, including brochures, flyers and posters. Records relating to the publicising of certain events or services organised by the University. Records of advertisements not forming part of other classes of records (eg., copies of advertisements not on a relevant recruitment, tender and contract or program promotion file). Promotional films or videos of the University. For other types of films or videos refer to Information Services - Publications.

Compensation (Activity Descriptor)

Reference:

SCOPE
The function of providing compensation to staff while proceeding to or from work, and visitors injured during working hours on the University's premises. Includes the rehabilitation of injured staff and compensation for damage to property where such damage is claimed as the University's responsibility.

Cases - Workers compensation
Case files containing reports, correspondence and other information relating to claims submitted to Workcover Queensland and not resulting in an immediate claim for compensation. Workers compensation claim files (retained by University). Claim forms (copies) held by the University after forwarding to Workcover Queensland.

Claims
Claims register. Claims records and associated correspondence.

Insurance
Insurance policy register. Insurance policy documents (including renewals and associated correspondence).

Rehabilitation
Rehabilitation case management records maintained in the University.

Conservation (Activity Descriptor)

Reference:

SCOPE
The activities involved in the preservation, protection, maintenance, restoration and enhancement of property, information resources and artefacts. For records relating to the conservation of buildings and grounds refer to Asset Management - Property Management.

Environmental monitoring and control
Records relating to monitoring and control of conditions of the exhibitions and storage spaces. Includes activities such as temperature, pest and humidity control and monitoring.

Maintenance and storage
Records relating to maintenance and storage of items in a collection.

Restoration and conservation
Records relating to restoration and conservation of objects within the collection.

Consultancy (Activity Descriptor)

Reference:

SCOPE
The activities associated with the provision of teaching services to external bodies, by the University or its staff. For records relating to data and analysis produced from consultancy refer to Research - Research Data. For routine administrative and financial records refer to Finance - Financial Management.

Administration and management
Records relating to the administration and management of consultancies. Includes:
- Monitoring (Interim evaluations, progress).
- Reporting (Final reports, recommendation, technical reports, analysis).

Establishment
Records relating to the establishment of consultancies. Includes preliminary correspondence concerning negotiations, agreements, costings, conditions of use and confidentiality, letter of offer, acceptance of offer and work plan and objectives.

Corporate Identity (Activity Descriptor)

Reference:

SCOPE
The activity of identifying, designing and procuring symbols that promote the identity of the University. Includes the development and protection of the University's name, coat of arms, crest, motto, logo or seal.

Development
Records relating to development of corporate identity objects including their design and format, e.g. letter head, coat of arms, testamurs, common seal, logo, crest.

Misuse
Records relating to falsification or misuse of corporate identity e.g. fraudulent use of web content, falsified transcripts.

Protection
Records relating to the protection of the University's identity. Includes registration of seal, trademarks, applications and approval.

Seal usage
Records listing instances where the University seal has been used.

Use
Records relating to the application and approval to use the University's identity objects e.g. crest, motto or logo.

Counselling (Activity Descriptor)

Reference:

SCOPE
The activities associated with providing personal, academic and general counselling services, and associated programs, to students and staff. For careers counselling client records refer to Student Services - Careers & Employment.

Appointment Registers
Appointment registers for student counselling services.

Client Files
Personal, academic and general counselling patient files. Excludes careers counselling.

Administration
Records relating to the provision of counselling programs or activities.

Curriculum Management (Activity Descriptor)

Reference:

SCOPE
The activities associated with development, approval and review of curriculum. Includes accreditation. For records relating to assessment and results for students refer to Teaching and Learning - Assessment.

Accreditation by professional bodies
Records relating to the accreditation of courses or programs by professional or registration bodies.

Approval
Records relating to the approval of curricula.

Development - award courses/programs
Records relating to the development of curricula for award courses and programs. Typically these records would originate in Schools/Faculties.

Development - non-award courses/programs
Records relating to the development of curricula for non-award courses and programs. Includes bridging programs, English Language Intensive Courses for Overseas Students (ELICOS), foundation programs, tertiary preparation.

Working papers
Teaching staff working papers for course/subject preparation and delivery.

Delivery (Activity Descriptor)

Reference:

SCOPE
The activities supporting the delivery of course curriculum.

Course details
Course outlines.

Media recordings
Audio/audio-visual recordings of lectures, tutorials, seminars, workshops, clinics, etc.

Resources and materials
Resources and materials used in course and subject delivery (includes study guides, readings, self-assessment exercises, audio visual teaching aids, assignments and lecture notes).

Disposal (Activity Descriptor)

Reference:

SCOPE
The process of de-accessioning and disposing of collections or items, by sale, transfer, conversion to another medium or format, auction, destruction or repatriation.

Disposal of items in collection
Records relating to the sale, transfer, auction, destruction or repatriation of a collection or items within a collection.

Elections (Activity Descriptor)

Reference:

SCOPE
The activity of conducting ballots for the purpose of electing members of councils, the University Counsil and significant committees in accordance with the Griffith University Act.

Conduct
Records relating to the conduct of elections including advertising, nominations, ballot papers, notices, results, appointment of scrutineers and tally sheets.

Electoral rolls
Records relating to the rolls of individuals eligible to vote.

Results
Election results.

Enrolment (Activity Descriptor)

Reference:

SCOPE
Activities and processes associated with students initial and continuing enrolment in a course or program of study.

Academic progress
Records relating to the academic progress of individual students. Records include exclusions, academic progress, academic standing, show cause, warnings regarding failure or potential failure to meet academic requirements and withdrawal without academic penalty.

Course participation
Records relating to evidence of how individual students meet course participation conditions. Records include immunisation certificate, first aid certificate, visa approvals, notification to immigration on enrolment status, and Blue Card.

Enrolment
Records relating to the enrolment of students into courses or programs of study. Includes enrolment forms, reenrolment forms, enrolment verification/confirmation, course cancellation, individual student arrangements, arrival times, changes to enrolment, confirmation of candidature, credit transfer, and leave of absence. For records relating to changes to student details refer to Student Administration - Student Details.

Non-award courses/programs
Records relating to the enrolment of individual students in non-award courses/programs such as English language programs, prior to their admission or in association with their studies. These programs are not part of the award programs/courses of the University; for example: English Language Intensive Course for Overseas Students (ELICOS), BOTPLS.

Equipment & Stores (Activity Descriptor)

Reference:

SCOPE
Records relating to acquisition, supply, maintenance, repair and disposal of equipment and stores. Items of equipment include instruments, implements, tools, machines, plant, telephones, furniture and furnishings. Stores include chemicals, hardware, homeware items, kitchen/cleaning items, medical supplies and stationery.

Acquisition
Records relating to the acquisition, lease and installation of equipment including unique pieces of equipment for special purposes. Records relating to the acquisition of stores, including requisitions, delivery dockets. Operating manuals or instructions for operation of all forms of equipment including unique pieces of equipment for special purposes. For records related to stocktake refer to Finance - Financial Management.

Allocation
Records relating to the allocation and distribution of equipment and stores within an organisation, including requisitions and records of issue. For records relating to the asset register refer to Finance - Financial Management. For records relating to contracts and tenders refer to Asset Management - Property Management.

Disposal
Records relating to the disposal of equipment, including unique pieces of equipment for special purposes. Records relating to the disposal of stores, including records of exchange, sale and loan.

Distribution
Equipment catalogues.

Inventory
Inventories of equipment.

Leasing-out
Records relating to loan, lease or hire of equipment to other agencies.

Maintenance
Records relating to the maintenance of equipment including unique pieces of equipment for special purposes. Records relating to the selection of storage areas for agency equipment and stores.

Equity and Diversity (Activity Descriptor)

Reference:

SCOPE
The activities associated with ensuring that students regardless of attributes such gender, race, colour, age, marital or parental status, sexual preference, disability or religious belief have the access to opportunities and conditions and to the courses or programs of the University and can expect to study in an environment that is free of discrimination or harassment. The activities associated with the acknowledgement of difference in background, religion and culture. For records relating to equal employment opportunities, discrimination or harassment refer to Human Resource Management - Personnel Management.

Equipment
Records relating to the provision of equipment and media to students. For records relating to special arrangements for assessment and examinations refer to Teaching and Learning - Assessment.

Funding applications
Records relating to applications (successful & unsuccessful), agreements and contracts for Commonwealth Government equity and access grants and funding.

Program delivery
Records relating to programs devised to facilitate equity and diversity.

Ethical Clearance (Activity Descriptor)

Reference:

SCOPE
The administrative processes associated with gaining ethical clearance in relation to specimens for teaching purposes. For minutes and agendas of ethics committees refer to University Governance - Governing Boards & Significant Committees.

Animals
Records relating to ethical clearance for teaching activities involving animals. Includes application, supporting documentation, assessment and decision (approval, amendment or rejection).

Consent
Records relating to the consent by human subjects for their involvement in teaching activities.

Genetically modified organisms
Records relating to ethical clearance for activities involving genetically modified organisms not covered under 'Humans - expedited process' or 'Humans - full process'. Includes application, supporting documentation, assessment and decision (approval, amendment or rejection).

High risk material
Records relating to ethical clearance associated with high risk material. Includes teratogens and carcinogens, ionising radiation and dangerous drugs. Includes application, supporting documentation, assessment and decision (approval, amendment or rejection).

Humans - expedited process
Records relating to ethical clearance for teaching activities involving humans, where expedited processes for ethical clearance are used. Records include, but are not limited to: application, supporting documentation (including information sheet for participants), assessment, decision (approval, amendment, rejection or conditional approval) and annual reporting process.

Humans - full process
Records relating to ethical clearance for teaching activities involving humans, where full ethical clearance processes are used. Records include, but are not limited to: application, supporting documentation (including information sheet for participants), assessment, decision (approval, amendment, rejection or conditional approval) and annual reporting process.

Monitoring
Records relating to the monitoring of ethical practices. Includes monitoring of individual projects through audits, annual review of activities, internal reports to governing body, summary reports and compliance reports to external bodies.

Ethical Clearances (Activity Descriptor)

Reference:

SCOPE
The administrative processes associated with gaining ethical clearance in relation to research and research training activities. Includes human and animal research and genetic manipulation. For minutes and agendas of ethics committees refer to University Governance - Governing Boards & Significant Committees. For records associated with research projects refer to Research - Research Projects.

Animals
Records relating to ethical clearance for individual projects with research involving animals. Includes application, supporting documentation, assessment and decision (approval, amendment or rejection).

Consent
Records relating to consent obtained from individuals to participate in research activities. Includes consent notices, signed consent and records of suitability card for interviewing juveniles.

Genetically modified organisms
Records relating to ethical clearance for activities involving genetically modified organisms not covered under 'Humans - expedited process' or 'Humans - full process'. Records include, but are not limited to: application, supporting documentation, assessment and decision (approval, amendment or rejection).

High risk material
Records relating to ethical clearance associated with high risk material. Includes teratogens and carcinogens, ionising radiation and dangerous drugs. Records include application, supporting documentation, assessment and decision (approval, amendment or rejection).

Humans - expedited process
Records relating to ethical clearance for individual projects with research involving humans, where expedited processes for ethical clearance are used. Includes application, supporting documentation (including information sheet for participants), assessment, decision (approval, amendment, rejection or conditional approval), and annual reporting process.

Humans - full process
Records relating to ethical clearance for individual projects with research involving humans, where full ethical clearance processes are used. Includes application, supporting documentation (including information sheet for participants), assessment, decision (approval, amendment, rejection or conditional approval) and annual reporting process.

Monitoring
Records relating to the monitoring of ethical practices. Includes monitoring of individual projects through audits, annual review of activities, internal reports to governing body, summary reports and compliance reports to external bodies.

Evaluation (Activity Descriptor)

Reference:

SCOPE
Activities relating to the collection of information and assessment of teaching processes, i.e. Australian Graduate Survey, student surveys, evaluation of teaching, course experience questionnaire.

Administration
Records relating to administrative activities associated with the collection of data for an evaluation of teaching.

Data
Analysis and survey data.

Reporting
Report of evaluation outcome.

Evaluations (Activity Descriptor)

Reference:

SCOPE
Records relating to the organisational structure of the University. Includes records of restructuring, charts, etc.

Evaluation
Job evaluation documentation.

Restructuring
Records relating to reviews and restructures affecting either sections of the University or the University as a whole. Examples could include an amalgamation of elements, Schools, Faculties or Departments. Records relating to the establishment and development of a new agency structure, including copies of instruments giving effect to machinery of government changes and information provided to facilitate administrative rearrangements relating to the transfer of functions and employees to other agencies. Routine correspondence/ enquiries; provision of routine information; records of forward staffing estimates, management of staffing levels, organisation charts.

Exhibitions (Activity Descriptor)

Reference:

SCOPE
The activities associated with using items or collections in displays for the purpose of informing or educating the viewer, or promulgating the activities, services, projects or programs of the university. For records relating to exhibition brochures and publicity, refer to Strategic Management, Government & Community - Community Relations.

Curating an exhibit
Records relating to curating including invitations to exhibit, liaison with donors and/or lenders, and opening of displays.

EXTERNAL RELATIONS (Function)

Reference:

SCOPE
The function of establishing a relationship with a body external to the university. It includes relationships with government, community, student representative bodies and other institutions. It excludes relations with respect to teaching and research management.

For records relating to research and teaching collaborative ventures refer to Research - Collaborative Ventures and Teaching and Learning - Collaborative Ventures respectively. For records relating to donations refer to Strategic Management, Government & Community - Community Relations.

FINANCE (Function)

Reference:

Financial Assistance (Activity Descriptor)

Reference:

SCOPE
Activities associated with providing financial information and support, including loan schemes, to assist students to undertake studies or participate in other aspects of university life. For records relating to accounting refer to Finance - Financial Administration.

Discretionary funds - administration
Records relating to administration, establishment and maintenance of discretionary funds to assist students to attend conference, sporting competitions, etc. Excludes student loans schemes.

Discretionary funds
Applications (successful & unsuccessful) for discretionary funds and supporting documentation, including assessment and approvals.

Student loans - administration
Records relating to the establishment and administration of student loans scheme. Includes, rules and regulations.

Student loans
Applications (successful & unsuccessful) for student loans, including supporting documentation, assessment, approvals, repayments and requests for extensions.

Financial Management (Activity Descriptor)

Reference:

SCOPE
The function of managing the University's financial resources. Includes establishing, operating and maintaining accounting systems, controls and procedures; financial planning, framing budgets and budget submissions; managing funds in the form of allocations from the consolidated fund and revenue from charging, trading and investments.

Accounting
Central Accounting Records - General Ledgers or Cashbooks. Transaction Summary Records - General journals; transaction summaries; internal audit reports; position assessments and systems appraisals. Primary Evidence Records - Copies of receipts; claims and payments vouchers; refund vouchers; pay sheets; register of open cheques; abstracts; and like records associated with the receipt or payment of money. Subsidiary Ledgers - Inventory cards; accounts payable records; accounts receivable records; records relating to assets no longer held or liabilities discharged. Supplementary or Partial Type Records - Cash register strips; bank statements; stocktake sheets; reconciliations; summaries of cash takings; and other like records. General and Incidental Source Documents - Stock issue notes; goods received notes or certificates; copies of official orders (other than the copies used to substantiate payments or for unperformed contracts); requisition books; bank deposit books; cash sale dockets; job-cost statements; petty cash, cash by post books; sundry creditors and debtors lists; creditors dockets/payments. Asset register.

Audit
Records relating to audits that lead to major changes in policies, systems or procedures of the agency. Working papers and related correspondence regarding internal and external audit. Records required for audit trail. For records related to quality audit reports refer to Strategic Management, Government & Community - Strategic Management.

Authorisation
Records relating to the issue of financial delegations.

Budgeting
Records held here are those that document the links between available resources and the management of those resources to achieve outcomes in line with the agency's strategic plan. Records of budget estimates, requests and allocations. Records relating to budget planning of the agency. Records relating to budget planning for individual areas of the department or agency. Preparation of briefing material, reports and submissions to Queensland Treasury or financial/budget/estimates type committees. Records relating to budget supplementation.

Financial Statements
Annual statement of accounts - certified copy. Working papers relating to the preparation of all annual financial statements. General purpose financial statements for agency reporting entities.

Grant Funding
Records relating to the administration of grants received by the agency. Records relating to the administration of grants distributed by the agency.

Procedures
Financial Management Practice Manual. This manual sets out the particulars of financial systems of the department or statutory body and the practices and controls necessary to comply with the requirements prescribed in the Financial Administration and Audit Act 1977.

Reporting
Performance management reports.

Reviewing
Records relating to the evaluation of physical asset investments, including economic appraisals, post completion reviews.

Treasury Management
The process of managing funds in an efficient and economical manner by ensuring an effective system of internal control is in operation. Records relating to information about accessible sources of revenue (ie., grants, subsidies, levies, fines, user charging). Records relating to user charging of both external and inter-agency clients. Management information files (ie., on tax issues, prerequisites for grants). Records relating to sources of expenses (ie rent, electricity, salaries). Records relating to the implementation of internal controls related to revenue, expenses, assets, cash, debt and liability, including policy and procedures. Register of money forms. Register of bank accounts. Record of special payments. Register about reportable gifts. Register of material losses. Records relating to the destruction of financial information. Register of reproduced financial information.

Fleet Management (Activity Descriptor)

Reference:

SCOPE
Records dealing with the acquisition, supply, use, maintenance and disposal of vehicles.

Accidents
Records relating to accidents involving University vehicles.

Acquisition
Records relating to the acquisition of vehicles by purchase or lease.

Allowances
Records relating to authorisation and allowances for driving vehicles. Records relating to private use and home garaging, including fringe benefits tax arrangements.

Arrangements - usage
Vehicle booking records. Vehicle running sheets or logbooks.

Disposal
Records relating to the disposal of vehicles through any means, including destruction, sale and replacement.

Infringements
Records relating to infringements of traffic regulations by University staff.

Maintenance
Records relating to maintenance and services, including registration records (excluding maintenance contracts). For records relating to contracts refer to Asset Management - Property Management.

FOOD SERVICES (Function)

Reference:

SCOPE
The function of providing food for sale through commercialised businesses controlled by the university and the provision of food to residential students. Includes acquiring and maintaining operating licenses under the Food Act 2006 and Food Regulation 2006, and complying with national food safety standards.

Related classifications are as follows:
- Equipment & stores refer to Asset Management - Equipment & Stores
- Evaluation refer to Finance - Financial Management
- Pest control refer to Asset Management - Property Management
- Supplier information refer to Ephemeral Documents.

Fundraising Campaigns (Activity Descriptor)

Reference:

SCOPE
The activities associated with running campaigns to raise funds for various university development activities.

Fund raising
Records relating to fund raising campaigns.

Governing Boards & Significant Committees (Activity Descriptor)

Reference:

SCOPE
The activities associated with managing governing or significant committees formed to progress or resolve issues. Includes the establishment, appointment of members, meetings and reporting of the committee. For records related to other types of committees, refer to Strategic Management, Government & Community - Strategic Management or University Governance - Other University Committees.

Committee records
Records relating to the activities of the governing body, such as Council and other high-level committees or boards which report to it, including faculty boards, management or governing committees of Cooperative Research Centres (CRCs), Special Research Centres (SRCs) and Joint Ventures and Institution Bioethics/Ethics committees. Records include:
- master set of meeting papers;
- agenda;
- constitution or terms of reference;
- signed minutes; and
- records relating to the appointment of members (excluding records relating to the election of members).

Government Relations (Activity Descriptor)

Reference:

SCOPE
Records relating to activities of the University documenting its interaction with other government agencies rather than with the community. Includes the University's relationship with Ministers and Members of Parliament and the political processes of Government; liaison with bodies carrying out investigations and participating in formal inquiries and investigations such as Royal Commissions, and inquiries by Parliamentary Committees and the Ombudsman; and relationships with other Local, State, Commonwealth or overseas governments.

Advice
Records relating to legislation formulated by other agencies for which the University provides advice, or makes submissions. Records relating to advice provided to agencies on general administrative matters.

Agreements
Records relating to agreements about the performance of University functions between the University and other government agencies.

Inquiries - Royal Commissions and Committees/Commissions of Inquiry or Review
Records of Royal Commissions and Committees/Commissions of Inquiry or Review into the functions of the University (including transcripts of proceedings, minutes, submissions, exhibits, registers, interim and final reports, research papers). Inquiries by the Parliamentary Commissioner for Administrative Investigations (Ombudsman). Records relating to University submissions to other inquiries which may have legal significance. Records relating to the implementation of the findings and recommendations of an inquiry.

Inquiries - Public Interest Disclosures
Records relating to public interest disclosures made under the Whistleblowers Protection Act 1994. Records relating to Judicial Review.

Joint Ventures
Records relating to joint ventures, including all joint ventures with the Commonwealth or other States. Include final signed joint venture agreements, objectives, summary/final reports and evaluations.

Legislation
Working papers for Minister's second reading speech, explanatory memorandum, etc.

Reporting - Parliamentary matters
Records relating to Parliamentary questions, possible questions or questions without notice. Reports about core business activities made to, and required by, external agencies. Records relating to surveys completed for external government agencies. Submissions of major significance to external agencies.

Submissions - Ministerial
Ministerial briefs; reports to the Minister; and responses to ministerial enquiries and ministerial speech notes prepared by the University which relate to contentious issues or issues of major significance to the University and/ or the community at large. Records relating to routine Ministerial correspondence. Submissions made to the Minister.

Visits
Arrangements relating to visits by the Governor, Premier and other dignitaries to commemorations and exhibitions organised by the University. Visitors books.

Graduation (Activity Descriptor)

Reference:

SCOPE
The activities associated with the conferral of an academic award following the completion of course or program requirements. Also includes the award of honorary degrees to persons external to the university.

Academic dress
Records relating to academic dress protocol.

Conferral proceedings
Records relating to the proceedings of conferral of certificates at a ceremony. Includes protocols, and transcripts of guest speeches.

Eligibility to graduate
Eligibility to graduate, notification to students of finalisation, approval and of graduation ceremony.

Honorary degrees
Records relating to the nomination and recommendation for the award of an honorary degree. Includes records relating to refusal of offer of honorary degree and those not proceeding or deferred.

Programs
Graduation programs.

Replacement testamurs
Request for replacement degree certificate. May include statutory declaration and payment of a fee.

University graduands
Master record of university graduands.

Health Services (Activity Descriptor)

Reference:

SCOPE
The activities associated with the provision of medical and nursing services where the service is directly provided by the university or where for other reasons (such as an agreement) the university has a right to control the records. For teaching clinics refer to Teaching and Learning - Clinics.

Accreditation and licensing
Records relating to the accreditation of the medical practice. Includes licences and permits.

Agreements
Agreements with service providers. Includes agreements between the university and service providers specifying ownership of client files.

Appointment registers
Appointment registers for student health services.

Clinical care - notifiable diseases
Records displaying evidence of clinical care to an individual patient/client with the following notifiable diseases: Hepatitis B, Hepatitis C, HIV, Leprosy, Q Fever, Severe Acute Respiratory Syndrome (SARS), Syphilis, and Tuberculosis.

Clinical records
Records providing evidence of clinical care to an individual or group of patients. Includes records displaying evidence of clinical care to an individual patient who died prior to attaining adulthood.

Controlled/restricted drugs - disposal
Records relating to the disposal of controlled or restricted drugs kept in accordance with the Health (Drugs and Poisons) Regulation 1996. For disposal of drugs not controlled by specific legislation refer to Research - Research Materials.

Controlled/restricted drugs - register
Controlled and Restricted Drug Register kept in accordance with the Health (Drugs and Poisons) Regulation 1996.

Honoring & Naming (Activity Descriptor)

Reference:

SCOPE
The activity of honouring and recognising distinguished individuals or corporations by the dedication of memorials. Includes building names.

Establishment
Records relating to the establishment, design, erection, management and removal of memorial plaques, monuments, benches, fountains, building names etc.

Naming
Records relating to the naming of premises, buildings, grounds or other physical features. For records relating to the event associated with the naming premises, building, grounds or other physical features, refer to Strategic Management, Government & Community - Community Relations.

HUMAN RESOURCE MANAGEMENT (Function)

Reference:

SCOPE
The function of managing staff and employees to fulfil their duties of employment within the organisation.

Incidents (Activity Descriptor)

Reference:

SCOPE
The activity of responding to actual or alleged incidents of food contamination and poisoning. For records relating to the management of claims refer to University Governance - Risk Management.

Records of internal and external investigations into food related complaints. Records include, but are not limited to:
- incident reports;
- results of food tests;
- notifications to Queensland Health relating to reportable incidents of food poisoning or contamination as required under section 270 (2) or 271(B) of the Food Act 2006; and
- directions issued by Queensland Health under section 271 (2) or 271(D) of the Food Act 2006.

For records relating to cases which result in claims for compensation, refer to University Governance - Risk Management.

Industrial Relations (Activity Descriptor)

Reference:

SCOPE
Records relating to industrial relations, including arbitration, industrial disputes, industrial awards and agreements made between the department and the union; and industrial matters covering conditions of employment, determination of remuneration for officers, etc.

Agreements and Awards
Reviews of industrial awards with significant input by the University. Copies of awards and agreements. Copies of decisions and determinations of the Industrial Commission.

Claims
Claims relating to pay and working conditions lodged under legislation on, or specific to the University.

Disputes
Records relating to industrial disputes which have a major impact on the University's operations or involve University staff.

Enterprise Bargaining
Records relating to enterprise bargaining, including policy, case/ examples of implementation, negotiations and enterprise agreements. Enterprise bargaining working papers. For records of workplace consultative committees refer to Strategic Management, Government & Community - Strategic Management.

Meetings - Unions
Representations from staff unions and other employee associations; advice to unions/ associations concerning changes to establishment or working conditions; documentation of on-going arrangements for consultation with unions/associations; information regarding union/association policies, newsletters, etc. Routine matters associated with the operation of unions/ associations within the University (eg., arrangements for meetings).

Information Management (Activity Descriptor)

Reference:

SCOPE
The function of providing services based on information and information products. Includes library and records management services.

Compliance - Freedom of information (FOI)
Records relating to provision or refusal of access to University documents to members of the public, personnel and other agencies. Guidelines and procedures developed by the University for FOI. Routine correspondence dealing with matters related to FOI. Application files for access/ amendment to records requested under FOI. Statistics on FOI. Requests for access to records not in terms of a State Act or a Court ruling (eg., an enquiry or a simple request for access).

Compliance - Records
Records relating to the implementation of industry and University standards to support the information management function.

Conservation - Records
Records relating to preservation activities undertaken on University records, including bookbinding and repairs.

Control - Library Materials
Records relating to administrative and operating arrangements for library services. Loan records and reference material, including accession lists, lists of holdings of other libraries, inter-library loans, publishers catalogues and price lists, etc. Copyright declaration forms.

Control - Mail Management
Mail processing records, including: registers of, and receipts for registered, certified and hand-delivered mail and messages (excludes registers of inwards and outwards correspondence and receipts for classified material); postage stamp or franking machine/ postage meters registers or remittance books.

Control - Records
Master & secondary control records maintained at the principal registry or registries of an University in any format, including: registers of inwards/outwards correspondence; register of files; indexes (name, nominal, precedent, subject, keyword or index heading, etc.). Documentation relating to the withdrawal or return of records from Queensland State Archives or other records storage providers. Registers of, and receipts for, classified or confidential files, correspondence or safe-hand material, including access registers and destruction certificates for classified material.

Disposal - Records
Transfer and access documentation for records transferred to Queensland State Archives or to another University or organisation as a consequence of a change in administrative arrangements or functions. Master set/s of records relating to routine disposal matters, including: University specific disposal authorities issued by Queensland State Archives; records of records destruction, including notifications of destruction issued by Queensland State Archives. Records relating to appraisal documentation submitted to Queensland State Archives for the issue of disposal authorities. Working copies of disposal authorities, copies of notifications or lists, etc., sent to the principal registry or registries in relation to records destroyed.

Donations
Records relating to donation of library or manuscript materials to an University, including liaison with owner on conditions of donation.

Inspections
Records relating to inspections of University records by a monitoring University such as Queensland State Archives. Records relating to the management of discovery orders and subpoenas, including detailed lists and copies of records found. Non-party disclosure (NPD).

Intellectual Property - Copyright
Records relating to ownership by the University of Crown copyright. Documentation relating to the copyright held by the University in works created by an individual in course of employment, registration of the copyright and how the right is to be exercised. Applications by the University for permission to reproduce material held under copyright by other individuals/ organisations. Applications received by the University for permission to reproduce material in which it owns copyright. Documentation relating to infringements of copyright. Copyright agreements. Legal opinions regarding copyright issues.

Inventory - Records
Record of legal documents. Legal documents may include contract documents, deeds, certificates of title, contractor's security bonds, investment certificates and lease arrangements.

Policy - Records
Arrangements relating to records management, including the development of local polices and procedures, comments on University or Queensland State Archives proposals, etc.

Privacy
Plans for the implementation of the privacy standard principles for the collection, use, storage and disclosure of personal information. Investigations into alleged privacy breaches, including unauthorised disposal of records containing personal information. Records relating to individual privacy cases that are of a contentious or precedent-setting nature. Records relating to other individual privacy cases. Confidentiality agreements between the University and external bodies, and related records.

Reporting - Statistics
Consolidated workload statistics relating to functions and activities of the University. Raw statistical data, including interim or periodic statistics where the data is also consolidated annually.

Security - Records
Arrangements involving security measures for sensitive records. Registers of classified or sensitive records and related correspondence. Arrangements relating to the provision of safes, security vaults, security equipment and off-site storage for vital records.

INFORMATION SERVICES (Function)

Reference:

SCOPE
The function of providing services based on information and information products.

Intellectual Property (Activity Descriptor)

Reference:

SCOPE
The activity of managing the University's intellectual property both published and unpublished. Includes copyright, patents and trademarks, royalties and matters of confidentiality such as trade secrets which are not available to the public under the Freedom of Information Act 1992. For records relating to actions against infringements of copyright, refer to Information Services - Information Management.

Copyright requests
Requests for copyright permission received by the university.

Royalties (payments to authors)
Records relating to royalty payments.

Learning Skills (Activity Descriptor)

Reference:

SCOPE
Activities associated with assisting or supporting students with their learning. For records relating to bridging courses refer to Teaching and Learning - Curriculum Management.

Program delivery
Records relating to the provision of programs and activities which enhance learning skills. Includes provision of information, planning and review.

Legal Services (Activity Descriptor)

Reference:

SCOPE
Records relating to litigation or legal advice.

Advice
Crown Law advice. Legal advice from inside and outside the University.

Litigation
Records relating to litigation and other claims. For subpoenas and discovery orders refer to Information Services - Information Management.

Licensing & Accreditation (Activity Descriptor)

Reference:

SCOPE
The activity associated with the university seeking institutional accreditation as an educational provider with the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS).

Accreditation approvals
Accreditation approvals and supporting documentation.

Loans (Activity Descriptor)

Reference:

SCOPE
The activities involved in granting use of items of the collection and the borrowing of items by the university. Includes the formal documentation setting out conditions, rights and responsibilities of both parties.

Loan arrangements
Records relating to loan arrangements including legal contracts.

Manuscripts (Activity Descriptor)

Reference:

SCOPE
The activity of receiving, reading and evaluating manuscripts submitted by authors for the publication of original works. For records and decisions of the publishing committee or board refer to University Governance - Other University Committees.

Letters of rejection
Copies of letters sent to prospective authors advising that their manuscript will not be published.

Monitoring (Activity Descriptor)

Reference:

SCOPE
The activity of checking, observing or recording the operation of equipment, services, infrastructure or systems.

Food temperature logs
Logs kept in accordance with the Australian Food Safety Standard - 3.2.2 Food Safety Practices and General Requirements.

Freezer/refrigerator temperature logs
Logs kept in accordance with the Australian Food Safety Standard - 3.2.2 Food Safety Practices and General Requirements.

Orientation (Activity Descriptor)

Reference:

SCOPE
The activities involved in facilitating students' familiarity with the university, including its functions, services, policies and procedures.

Administration
Records relating to the arrangement of student orientation including activities such as open days and programs.

Other University Committees (Activity Descriptor)

Reference:

SCOPE
The activities associated with managing other university committees formed to progress or resolve issues. Includes the establishment, appointment of members, meetings and reporting of the committee. For records related to other types of committees, refer to Strategic Management, Government & Community - Strategic Management or University Governance - Governing Boards & Significant Committees.

Committee papers - working parties
Minutes, agendas and submissions of ad hoc working parties.

Committee records - Other university committees
Records documenting the activities of university committees which report to the major committees of the university, or ad hoc committees. Includes school committees, school sub-committees and working parties of all committees. Records include:
- master set of meeting papers;
- agenda;
- constitution or terms of reference;
- signed minutes; and
- records relating to the appointment of members (excluding records relating to the election of members).

Personnel Management (Activity Descriptor)

Reference:

SCOPE
The management of employees in the organisation.

Travel Arrangements
Administrative arrangements for domestic and overseas travel, including itineraries, visas and passport applications. Specific files relevant to overseas or interstate travels undertaken by an officer in the course of duty. Records relating to the authorisation of staff travel. Visit reports where the information is required to fulfil finance and accounting requirements.

Authorisation
Delegations of authority to Chief Executive Officer of the University. Delegations of authority to other officers of the University.

Counselling
Employee assistance - general administration. Employee assistance - case files. Name-specific files raised regarding employee assistance and personal welfare matters (eg., hardship relief, welfare counselling, bereavement, travel, etc.)

Discipline
Records of discipline either resulting in rescission of appointment or other action. (Include documents created when a disciplinary process has been initiated, such as summary sheets, interview records, investigation notes or assessments, personal statements and final reports and the outcome.) Investigations against public sector employees whether substantiated or unsubstantiated.

Criminal charges and convictions
Records of criminal convictions. Includes work-related assault, repeated acts of dishonesty and other offences likely to lead to dismissal if repeated.

Employment Conditions - Personnel Files and Registers
Personnel Files - Name-based personal history records, electronic or manual, which record qualifications, salary, higher and extra duties, superannuation history, period of service, promotion, etc.
- Register of declarations of pecuniary or other potentially conflicting interests.
- Records relating to the removal or storage of household furniture and personal effects of employees, and relocation of employees when funded by University.
- Work diaries, including electronic.
- Records relating to internal management of grievance cases and associated documentation.
- Records relating to incidences of discrimination and sexual harassment.
- Leave application forms and consolidated leave records.

Performance Management
Employee assessment reports, action plans, counselling on work performance, career paths, etc. Documentation relating to diminished performance cases. Records relating to performance improvement. Nomination of staff members for an honour or award, and all resulting correspondence. Records relating to the granting of a professional or community award to a staff member.

Planning
Records of employment plans, succession planning, workforce planning excluding working papers.

Recruitment
Records relating to individual vacant positions advertised for filling by assignment or reassignment, including details of vacant position, classification and salary, job and person specification and schedule of applicants; applications and supporting documentation for each applicant; selection reports and recommendation and copies of vetting reports. Records relating to criminal history checks. Position descriptions. Records relating to results of trade, skill and aptitude tests, exams or assessments conducted to certify competency of staff. Employment enquiries received for positions not advertised. Employment scheme records, including work experience, vacation and voluntary employment. Careers information; routine correspondence regarding careers information, employment directories, etc. EEO management plan and records relating to the development of the EEO plan. Records relating to University EEO programs, including annual reports on EEO.

Salaries - Time and wages records
Records relating to time and wages. Routine correspondence about attendance. Duty rosters. Overtime, allowances and penalty claim forms. Records relating to financial assistance provided to employees. Authorisations for pay deductions. Employee pay histories, including salary cards (or electronic versions). Payroll distribution records. Registers of salaries, wages and allowances (eg., penalty rates). Records relating to the recovery of overpayments. Payroll sheets, listings and acquittance sheets. Pay office - pay adjustments (payroll deductions/ alterations). Staff movement and salary adjustment advice sheets ? variation of salary advice. Unpaid salary sheets. Routine correspondence, including requests for information, promotional material, etc. Records relating to the payment of superannuation made by the University; superannuation returns. Employment declaration forms. Copies of tax certificates, including copies of group certificates, copies of statements of earnings, details of tax stamp purchases, etc. Other tax related documents, including Fringe Benefits Tax information.

Security
For security clearances refer to Human Resource Management - Staff Files.

Separations
Records relating to the administration of redundancy. Include documentation on the selection of positions to be abolished and the process of offering redundancy to personnel, including expressions of interest not acted upon. Redundancy case files, ie., files documenting individual redundancy cases. Routine correspondence relating to transfer, resignation, secondment and promotion.

Suggestions
Suggestions from staff, including staff surveys.

Planning (Activity Descriptor)

Reference:

SCOPE
The activity of formulating strategies to achieve an objective or outcome. For other risk management plans, policies and procedures, refer to Strategic Management, Government & Community - Strategic Management.

Food safety program - development
Records relating to the development of the Food Safety Program.

Food safety program - final version
Final version of Food Safety Program required under the Food Act 2006.

Policies & Procedures (Activity Descriptor)

Reference:

SCOPE
The activities associated with developing and establishing decisions, directions and precedents, which act as a reference for future decision making, as the basis from which the university's operating procedures are determined. Standard method of operating laid down by the university, according to formulated policy.

Includes:
- approved submitted policy with approval and supporting documentation
- developmental drafts which authorise further stage of policy development
- working papers and correspondence relating to the development of procedures
- records relating to the development and establishment of procedures (including guidelines and best practice).

Practicum (Activity Descriptor)

Reference:

SCOPE
The activities associated with managing student work placements whereby students practise activities learned in relation to a course or program of study. Includes clinical placements and experiential learning.

Administration
Records relating to administrative arrangements relating to placements.

Agreements
Agreements with other organisations to allow placements.

Participation
Summary records providing proof of the number of hours completed and level of performance by students undertaking practicum (for example nursing and teaching).

Promotion (Activity Descriptor)

Reference:

SCOPE
The process of offering academic or research staff opportunities for promotion based on personal merit rather than a position vacancy. Includes applications, recommendations, approvals, and advice of decision where these records are not placed on the employee's personnel file.

Appeals
Records relating to the final advice regarding appeals against promotion decisions.

Promotion
Records relating to personal promotions awarded to personnel associate professor level and above. Includes applications, recommendations, approvals, and advice of decision where these records are not placed on the employee's personnel file.

Promotions - significant personnel
Records relating to personal promotions awarded to personnel in the following categories:
- employees who were dismissed from the university and whose manner of earning dismissal was extraordinary;
- employees who have made major contributions to the community or have achieved some considerable standing or notoriety in the area of politics, science, art, literature or other field; or
- employee whose appointment is of historical significance (e.g. first of its kind).

Promotion - unsuccessful
Records relating to unsuccessful applications for promotion.

Property Management (Activity Descriptor)

Reference:

SCOPE
Records dealing with managing land and working, storage or living space within premises, and of acquiring, constructing, fitting-out, managing, maintaining, protecting and disposing of property. Includes buildings and land allotments owned, rented or leased by the university.

Acquisition & Disposal
The activity of acquiring and disposing of buildings, structures and land by the university. Includes all land acquired by bequest and includes, but is not limited to the acquisition and disposal of sporting facilities, student accommodation facilities, research stations, agricultural farms, teaching and learning facilities, and business accommodation (eg. Customs House). Includes acquisition and disposals that do not proceed. Records relating to the acquisition of buildings and structures. Deeds and Certificates of Title relating to University-owned land and buildings. Maps, charts and plans. Routine correspondence records relating to land matters. For records relating to asset registers refer to Finance - Financial Management. Records relating to the sale, transfer or demolition of buildings and structures.

Authorisations
The activity of local government seeking permission to undertake an action. Records relating to the registration (successful or unsuccessful) of the university to conduct an environmentally relevant activity (ERA) in accordance with the Environmental Protection Act 1994. Records may include, but are not limited to approvals, amendments, audit statements, cancellations, decisions notices, environmental reports, notifications, renewals, suspensions, and transfers. Records relating to the registration of university facilities as food premises under the Food Act 2006. Includes authorisation to design, outfit, alter or transfer a food premises. Records include, but are not limited to application, decision notice, inspection certificates and re-registration notice. For food operator licence approvals refer to Food Services - Authorisations.

Conservation
Environmental impact statements or studies prepared or commissioned by the University. Records relating to the conservation of sites of Aboriginal and Torres Strait Islander significance. Records relating to the conservation of places and structures of historical significance which are listed in the Heritage Register under the Queensland Heritage Act 1992; or which are included in the National Trust list or listed with the Australian Heritage Commission; or which have been subject to controversy or received architectural or design awards.

Contracting-out
Records relating to agreements for the provision of services. Records relating to the hiring of contractors and consultants, including contracts, specifications and quotations. Contracts and supporting documentation, including correspondence. Contract Register. Routine correspondence of a minor nature not related to a particular contract.

Design & Construction
The activity of designing, constructing and commissioning specifically designed and/or purpose built buildings and structures owned, leased or otherwise occupied by the university. Records may include, but are not limited to as-constructed plans; consultants/engineers reports; contracts; inspection records; maps and drawings; specifications; surveys; and tenders. Buildings and/or structures may include, but are not limited to academic libraries, auditoria/theatres, business accommodation, computer laboratories, lecture theatres and tutorial rooms, media studios, museums and art galleries, practice teaching areas, scientific/research laboratories, sporting facilities, student accommodation, and swimming pools. Records including submissions, programs, tenders and contracts relating to the construction of buildings or structures.

Hazardous materials & waste
Records relating to the removal and disposal of hazardous materials (including asbestos and radioactive material) from buildings or structures. Records relating to the removal, storage and disposal of hazardous waste (eg., chemicals from laboratories and pesticides, but excluding asbestos and radioactive material). Records relating to air, land and water pollution, including files relating to trade waste and reports on pollution commissioned by the University. Routine correspondence of a minor nature relating to energy and waste management.

Leasing
Records relating to leasing of premises, including land. Includes special leases, licences, tenancy and permissive occupancy agreements, contracts, agreements and conditions, documents of investigations and negotiations relating to leased premises.

Leasing-out
Records relating to leasing-out arrangements (ie., where the University is the lessor), including leased residential accommodation. Includes negotiations and individual signed leases.

Maintenance
The activity of repairing, servicing and preserving specifically designed and/or purpose built buildings and structures owned, leased or otherwise occupied by the university. Records may include, but are not limited to consultants/engineers reports; contracts; inspection records; maintenance requests; specifications; and tenders. Buildings and/or structures may include, but are not limited to academic libraries, auditoria/theatres, business accommodation, computer laboratories, lecture theatres and tutorial rooms, media studios, museums and art galleries, practice teaching areas, scientific/research laboratories, sporting facilities, student accommodation, and swimming pools. Asset maintenance register. Routine correspondence relating to cleaning arrangements, hire of indoor plants, etc. Records relating to pest control. Records relating to interior renovations, including estimates and quotations. Records relating to the modification and installation of utilities, (eg., air conditioning, ventilation, lighting). Records relating to major repairs, maintenance and alterations. Minor repairs and routine maintenance, including grounds and utilities maintenance, painting and cleaning.

Planning
Records relating to planning and feasibility studies for the acquisition of capital assets. Physical asset strategic plan. Records relating to the development of the physical asset strategic plan. Physical asset maintenance plan. Records relating to future planning and development in relation to premises. Records relating to the use of building space and land, including arrangements for the accommodation of conferences and meetings, vehicle parking, allocation of office space. Records relating to the tenancy and vacation of residential houses allocated to personnel, including correspondence in relation to rent and maintenance. Routine correspondence relating to the provision of recreation areas for personnel and visitors. Requests from other agencies for temporary use of University premises.

Registration
The activity of recording, cataloguing or listing for control or legislative purposes and the management of registers. University property registers.

Security
Records relating to the security of premises. Records relating to arrangements for fire safety and other emergency services, including fire warden training, safety certification, maintenance and renovations for fire prevention and access to water supplies. Routine security arrangements, including issuing and registration of security passes, security reports, access, staff rosters. Records relating to procedures and instructions for the physical security of personnel and premises; investigations of, and reports on, general security related matters; and investigations of security breaches. Arrangements relating to the provision of safes, security vaults and other security related stores and equipment. Surveillance video tapes used for monitoring security of premises.

Tendering
Successful and unsuccessful tenders. Copies of tender documents. Standing offer arrangements, requests for offer, requests for information. Tender Register.

Valuations
The activity of valuing land and property. Records of valuations on university properties.

Provision (Activity Descriptor)

Reference:

SCOPE
The activity of providing food to clients.

Food services
Records relating to the provision of food services e.g. menus.

Supplies
Records relating to the provision of supplies.

For all financial records, refer to Finance - Financial Management.

Public Lectures (Activity Descriptor)

Reference:

SCOPE
The activities associated with organising and presenting lectures or seminars, which are outside the teaching curriculum and can be attended by members of the community.

Organisation
Records relating to organising lectures. Includes annual program and invitations to speak.

Transcripts - funded by subscription
Transcripts of lectures which are funded by subscription or bequest.

Transcripts - not funded by subscription
Transcripts of lectures that are not funded by subscription or bequest.

Publications (Activity Descriptor)

Reference:

SCOPE
Records relating to the drafting, production, marketing and supply of University publications. Includes external publications and leaflets which aim to promote services and public image and internal publications which are not produced for public relations reasons. Also includes multi-media publications, CD ROMs, DVDs and online information services.

Corporate Style
University style manuals.

Distribution
Records relating to the distribution of University publications, including inventories.

Drafting
Records documenting the drafting process of University publications (including annual reports).

Production
Arrangements for design, art work, printing, copying, binding and similar, including file copies of relevant quotes and orders, etc. Galley proofs, bromides, camera-ready copies, minor art work, mock-ups, etc.

Production - Annual Report and other published material
Publications of the University, material published to the general public required for Legal Deposit. Include Annual Reports, newsletters, pamphlets, magazines, journals, maps, plans, charts; also non-print material such as audio tapes, video recordings, films, disks, microfilms or microfiche. Significant articles contributed to journals, magazines, newspapers, etc., about the University or functions. Copies of the University's external and internal publications. Master copy of internal University publications.

PUBLISHING (Function)

Reference:

SCOPE
The function of publishing original literature by the university in the role of a publisher. Includes receiving, reviewing, and accepting or rejecting manuscripts, printing and distributing works and protecting copyright. Also includes awarding literary prizes and publications published under joint venture agreements.

For records of the publishing committee or board, refer to University Governance - Other University Committees. For records relating to the printing of university marketing or teaching materials, refer to Strategic Management, Government & Community - Community Relations. For records relating to the management of copyright owned by the university, refer to Information Services - Information Management.

For the following items:
- Annual reports, refer to Information Services - Information Management
- Marketing, refer to Strategic Management, Government & Community - Community Relations
- Printing, refer to Strategic Management, Government & Community - Community Relations.

Recreational Services (Activity Descriptor)

Reference:

SCOPE
The provision of services to support recreational, sporting and leisure activities for students. Excludes programs run by external organisations such as student associations. For records relating to grounds, premises or infrastructure refer to Asset Management - Property Management.

Records relating to the provision of recreational programs or activities.

Religious Support (Activity Descriptor)

Reference:

SCOPE
The activities associated with providing pastoral care and religious support to students and staff of the university. For records relating to associated committees refer to Strategic Management, Government & Community - Strategic Management.

Appointment
Records relating to appointment of individuals to provide religious support, when the individual is not a staff member.

Program delivery
Records relating to services and programs for religious support.

RESEARCH (Function)

Reference:

SCOPE
The function of investigating or inquiring into a subject of interest in order to discover or apply facts and/or principles. Research may be funded by a grant, consultancy or scholarship, or may be an unfunded act of academic scholarship undertaken within the university. Includes activities associated with managing and administering research. For records relating to the disposal of equipment & stores, refer to Asset Management - Equipment & Stores.

Research Data (Activity Descriptor)

Reference:

SCOPE
The observation, recording and analysis of research results for research that is owned by the university. Includes readings, results, photographs, outcomes, data sheets, field notes, diagrams, printouts, graphs, conclusions, laboratory notes, transcriptions, clinical records.

Research data - clinical trials (result in patent)
Research data created in the conduct of clinical trials which lead to a patent.

Research data - significant
Research data created in the conduct of a research project, including clinical trials, which is of high public interest or significance to the discipline such that it has or will change a commonly held view or approach irrespective of the field in which the research is conducted. Factors which may determine significance include, projects which:
- are controversial,
- are the subject of extensive debate;
- arouse widespread scientific or other interest;
- involve the use of major new or innovative techniques;
- involve eminent researchers; or
- have the potential to cause major adverse impacts on the environment, society or human health.

Research data - not resulting in publication
Research data created in the conduct of research projects which are not clinical trials and do not fit into the above categories - data not resulting in publication.

Research data - other than clinical trials (result in patent)
Research data created in the conduct of research projects which are not clinical trials, and lead to a patent.

Research data - resulting in publication
Research data created in the conduct of research projects which are not clinical trials, and do not fit into the above categories - data resulting in publication.

Research Funding (Activity Descriptor)

Reference:

SCOPE
Activities associated with collating and reporting research output and quality in order to establish eligibility for Commonwealth funding. For annual submissions to the Department of Education Science and Training refer to University Governance - Annual Reporting.

Submissions to the Commonwealth department responsible for higher education
Final institution submission to the Commonwealth department responsible for higher education (formerly Department of Education, Science and Training).

Publications and research output
Records relating to details of academic staff publications or research output for preparation of applications for research funding.

Research Materials (Activity Descriptor)

Reference:

SCOPE
The activities associated with the management of materials which are used in research activities. Includes chemicals, specimens, drugs, poisons etc. Refer to Asset Management - Property Management for records relating to accidents involving research materials and hazardous materials and waste. Refer to Information Services - Legal Services for litigation and other legal matters involving research materials. Refer to Human Resource Management - Workplace Health & Safety for safety plans, policies or procedures.

Acquisition and disposal
Records relating to the acquisition and disposal of chemicals, non-human specimens, drugs and poisons etc. used in research activities and which are not controlled by specific regulations. For records relating to the disposal of human bodies or body parts refer to Research - Anatomy.

Clinical and related waste
Records relating to the management of clinical and related waste in accordance with regulatory requirements set out under the Environmental Protection (Waste Management) Regulation 2000. Includes waste management plans.

Controlled/restricted drugs - disposal
Records relating to the disposal of controlled or restricted drugs kept in accordance with the Health (Drugs and Poisons) Regulation 1996. For disposal of drugs not controlled by specific legislation refer to Research - Research Materials.

Controlled/restricted drugs - register
Controlled and Restricted Drug Register kept in accordance with the Health (Drugs and Poisons) Regulation 1996.

Radioactive substances - acquisition, storage, disposal
Records relating to the acquisition, storage and disposal of radioactive substances and radiation equipment (including X-ray equipment) in accordance with the Radiation Safety Act 1999.

Radioactive substances - licensing and certification
Records relating to licences and certificates of compliance held under the Radiation Safety Act 1999.

Radioactive substances - quality and safety
Records relating to the monitoring of quality and safety procedures against the University's radiation safety and protection plan. Includes outcomes of safety audits, radiation level monitoring, safety device checks and notifications.

Use of chemicals
Records relating to the use of chemicals for agricultural and veterinary purposes and in accordance with the Chemical Usage (Agricultural and Veterinary) Control Act 1988.

Research Projects (Activity Descriptor)

Reference:

SCOPE
The activities associated with the inquiries or investigations into a specific subject to discover and/or apply knowledge facts or principles. This includes the development, submission and approval of research project proposals; the management of research projects and reporting on activities associated with progress and completion. For research data refer to Research - Research Data.

Funding opportunities
Records relating to research funding opportunities. Including records which relate to the identification and evaluation of opportunities for funding and:
- grants register (of research funding opportunities); and
- general correspondence to and received from external research bodies.

Research projects - master register
Master register of funded research projects.

Research projects
Records relating to research projects which are successful or unsuccessful. Includes records relating to project and funding proposals, application forms or tenders, supporting information, referees, protocols, agreements with research and grant partners and internal and external compliance reports. Includes projects which are approved for funding and do not proceed.

Research Strategy Development (Activity Descriptor)

Reference:

SCOPE
The activities associated with defining strategic goals and objectives for research and formulation of plans to achieve this. Includes development of framework to advance areas of focus and raise research concentrations. For annual research reports to the Commonwealth department responsible for higher education refer to University Governance - Annual Reporting.

Research strategic plan
Records relating to the approved research strategic plan. Includes strategic plans (mission statement, objectives, goals, and performance indicators), supporting documents and approval.

Research strategic plan - evaluation
Records relating to the evaluation of research strategic plan. Includes surveys of performance, reports and summaries of performance against indicators, review documents and statistics.

Research strategy - development
Records relating to the development and formulation of research strategies. Includes proposals for plans, correspondence, briefing papers, drafts and discussion papers.

Research strategy - implementation
Records relating to the implementation of research strategy, such as operational plans. Includes improvement programs and areas of research focus.

Risk Management (Activity Descriptor)

Reference:

SCOPE
The activities relating to managing risk and reducing the risk of loss in relation to university property, equipment and students. Includes insurance of property and managing risk to visitors and members of the general public. For records relating to compensation and rehabilitation of university personnel refer to Human Resource Management - Compensation. For records relating to Research Risk Management refer to Research - Risk Management.

Claims - fidelity guarantee and fraud
Records relating to claims of fidelity guarantee and coverage for fraud.

Claims - negligence and public liability claims settled without litigation
Allegations and claims of professional negligence and public liability compensation which have not been finalised by litigation. For records relating to claims settled through litigation refer to Strategic Management, Government & Community - Legal Services.

Claims - notification of injury claims
Records of notifications of accidents or injury to students, visitors or the general public. For records relating to claims settled through litigation refer to Strategic Management, Government & Community - Legal Services.

Claims - other claims settled without litigation
Allegations and claims such as damage to or caused by vehicles and property which have been finalised without litigation.

Implementation
Records relating to risk management controls implemented by the university. For records relating to risk management strategy development refer to Strategic Management, Government & Community - Strategic Management.

Policy documents
Insurance policy documents (including renewals and associated correspondence).

Scholarships, Prizes, Awards & Bursaries (Activity Descriptor)

Reference:

SCOPE
The activities associated with the provision and award of scholarships, prizes, awards, bursaries, fellowships and medals on academic merit or other grounds. Includes liaison with sponsors.

Medals design and manufacture
Records relating to the design and manufacture of medals.

Establishment
Records relating to the establishment, rules and conditions of scholarships, prizes, awards, bursaries, medals and fellowships.

Recipients
Register of recipients of university Medals and medals for outstanding academic scholarship. Registers of recipients of scholarships, prizes, awards, bursaries and fellowships. Determination or nomination of recipients of scholarships, prizes, awards, medals, bursaries and fellowships.

Medals rules and conditions
Records relating to rules and conditions for university Medals and medals for outstanding academic scholarship.

Presentation ceremonies
Administrative arrangements for presentation ceremony for scholarships, prizes, awards, bursaries, medals and fellowships, including programs of proceedings.

Applications
Applications for scholarships, prizes, awards, bursaries and fellowships.

Administration
Records relating to the administration of the scholarships, prizes, awards, medals, bursaries and fellowships for an individual student. Includes notification of the award.

Selection and Recruitment (Activity Descriptor)

Reference:

SCOPE
The activity associated with the filling of individual vacant positions. Documentation other than the appointee's application, referee reports and recommendation to appoint is not to be placed on an employee's personnel file.

Employment schemes
Employment schemes including work experience, vacation and voluntary employment and special employment schemes.

Recruitment
Records relating to the recruitment of advertised positions. Records include details of vacant position including classification and salary and job description, schedule of applicants, applications and supporting documentation for each applicant, selection reports and recommendation.

Includes offers to successful applicants who do not accept/commence. Includes selection papers where no candidate is short-listed and/or interviewed.

Semester Timing (Academic Year) (Activity Descriptor)

Reference:

SCOPE
The activities associated with organising the structure and duration of teaching periods over the academic year.

Academic Year
Records relating to the organisation and structure of the academic year. Including semester and other teaching period dates, key administrative and committee dates.

Staff Development (Activity Descriptor)

Reference:

SCOPE
Records relating to training and development of staff.

Training - Apprenticeships and traineeships

Administrative and funding records, including correspondence with Commonwealth and State government agencies and educational institutions. Enquiries re availability of apprenticeships or traineeships and notification of course information. Administrative records relating to apprentices and trainees. Includes trainee record cards, progress reports, interview records, movement orders, advancement action notices, proficiency payment advice and records relating to unsuccessful trainees.

External Training for Employees

Records relating to arrangements for employee attendance at seminars or workshops, etc., conducted by another University or organisation, including the provision of speakers, follow-up of contacts and administrative assistance. Invitations, publicity material, copies or summaries of papers presented at seminars or workshops organised by others.

Internal Training for Employees
Records relating to seminars and workshops organised by the University, including copies of programs, speeches, papers, summaries, attendance or contact lists. Publicity, arrangements and follow-up action for seminars, and workshops organised or coordinated by the University. Master set of documentation regarding the development of long-term schemes unique to the University (eg: formal ""on the job"" training schemes, staff rotation). Master copies of printed handouts and audio visual material (including slides, films, cassettes, videos) for use in formal staff training prepared by, or for, the University. Records of applications, attendance and other routine administrative matters relating to in-house training programs. Records relating to the training of staff in hazardous occupations or the handling of dangerous equipment.

Staff Exchanges (Activity Descriptor)

Reference:

SCOPE
The activity of cooperating with other institutions to provide staff with opportunities to develop, teach or research at another institution while maintaining their substantive appointment.

Arrangements
Records relating to the arrangements for staff exchanges.

Staff Files (Activity Descriptor)

Reference:

SCOPE
The activity of recording the employment history of university staff for the purpose of determining entitlements.

Information included in personnel files includes, but is not limited to:
- successful position applications;
- offer and acceptance of appointment;
- workplace agreements;
- correspondence relating to higher duties, allowances, loadings, and non-routine leave;
- advice provided to employee on employment conditions;
- superannuation advice; and
- resignation/retirement correspondence.

Strategic Management (Activity Descriptor)

Reference:

SCOPE
Records relating to the development, monitoring and reviewing of business plans, strategic plans, corporate plans and other long-term organisational strategies. Also includes quality assurance and certification and the formulation and amendment of legislation which provides the legislative basis for the organisation.

Audit - Quality
Quality audit reports. For other audit records refer to Finance - Financial Management.

Committees - Internal
Records relating to University committees/management groups formed to determine and manage strategic and core functional policy, implement major University programs. Records of minor University committees formed for operational purposes. Include agendas, minutes and related papers.

Committees - External
Master set of records of major external or inter-University committees/ management groups. Include agendas, minutes and related papers.

Advisory Boards or Advisory Committees
Records of external advisory bodies that have a direct impact on the University's operations. Include correspondence and copies of agendas, minutes and related papers.

Committees - Administration
Records of administrative arrangements for external and internal committee meetings. Correspondence relating to the appointment of external and internal committee members, including conditions of appointments and entitlements. Working papers for external and internal committees.

Compliance - Code of Conduct
Records relating to the development of the University's code of conduct.

Evaluation
Records relating to program evaluation.

Implementation - Policy
Records relating to the implementation of government-wide policies concerning major programs and initiatives such as Anti-discrimination, Freedom of Information, Judicial Review, Equal Employment Opportunity, Corporatisation, Privatisation, Performance Planning and Review, Waste Management, Environment, etc.

Implementation - Standards
Records related to the implementation of practices and procedures based on standards.

Legislation
Proposals for new legislation and amendments to existing legislation administered by University (includes Acts, Regulations and Ordinances), together with summary records of consultations and discussions, explanatory notes, drafts which document significant amendments, submissions and supporting documentation.

Planning
Final version of University-wide strategic or corporate plans. Records relating to the development of strategic plans. Records relating to the development of operational plans. Final version of business plans and unit level work plans. Business plan for University commercialisation. Records relating to business development opportunities under consideration by the University.

Procedures - Quality
Records relating to Quality Management as described in the Australian Standards 9000 series. Operational procedures related to the administration of core functions. Records relating to the development of operational procedures for the administration of core functions. Quality manual.

Reviewing
Records relating to audits of functions and activities.

Risk Management
Records relating to the identification of risk. Records relating to the development and implementation of the University's disaster recovery plan. University disaster recovery plan and procedures. For records relating to insurance refer to Human Resource Management - Compensation.

Standards
Records related to the development of standards issued by the University for implementation across Government. Records related to the development of internal standards.

STRATEGIC MANAGEMENT, GOVERNMENT & COMMUNITY (Function)

Reference:

SCOPE
The function of managing records relating to the development, monitoring and reviewing of University business plans, strategic plans, corporate plans and other long-term organisational strategies. Also includes community relations, government relations, legal services & related policies & procedures.

STUDENT ADMINISTRATION (Function)

Reference:

SCOPE
The function of administration and management of students from application for admission to course or program to completion or discontinuation. Includes non award programs and courses/units/subjects. For official academic records and transcripts of results refer to Teaching and Learning - Assessment.

Student Details (Activity Descriptor)

Reference:

SCOPE
The processes involved in maintaining accurate and up to date personal and academic details for current and non-current students. For other records relating to individual students refer to Student Administration - Student Files. For records relating to legal discovery not associated with Freedom of Information applications, refer Information Services - Information Management.

Change of particulars
Change of name, address or other details.

Identity cards
Photographic images for student identity cards. Includes negatives.

Verification of details
External enquiries and verification of personal details, academic records and student academic progress.

Student Discipline (Activity Descriptor)

Reference:

SCOPE
The activities associated with the management of matters relating to student discipline such as harassment, property damage or other forms of misconduct that do not involve academic studies. Student discipline is authorised by a university statute. For records relating to academic misconduct refer to Student Administration - Academic Misconduct. For other legal records refer to Information Services - Legal Services.

Allegations - non-academic misconduct
Records relating to allegations of student non-academic misconduct.

Investigations - non-academic misconduct
Records relating to interaction with external agencies regarding criminal or legal investigations into student non-academic misconduct.

Student Exchanges (Activity Descriptor)

Reference:

SCOPE
The activities involved in arranging opportunities for students to attend another institution, whilst still being enrolled at the university.

Applications to attend another institution
Copies of successful and unsuccessful applications for a student to enrol at another institution under an exchange program.

Applications to attend own institution
Successful and unsuccessful applications for enrolment under an exchange program for students from another institution.

Exchange agreements
Student exchange agreements.

Student Fees & Charges (Activity Descriptor)

Reference:

SCOPE
The processes involved in establishing, determining and administering the fees and charges to be levied on students, including student contribution fees, tuition fees, student services charge and library fines. For annual submission to the Commonwealth department responsible for higher education refer to University Governance - Annual Reporting. For records relating to the administration of student loans programs refer to Student Services - Financial Assistance.

Administration - fees and fines
Records relating to the administration and collection of tuition fees (other than student contribution fees) and library fines. Includes correspondence relating to outstanding fees, fines and non-payment.

Administration - sanction for non-payment
Records relating to the administration of the sanction for non-payment of tuition fees (other than student contribution fees) and library fines regardless whether the tuition fees are paid.

Commonwealth Government payment options
Records relating to the payment option of Commonwealth Government student contribution fees.

Schedule of fees
Schedules of fees set.

Student Files (Activity Descriptor)

Reference:

SCOPE
Documentation on `Student Files' relates to some or all of the following activities: academic progress; appeals; assessment; credit transfer; enrolment; fees and charges; graduation; leave of absence and cancellation; loans and repayments; placements; prizes and awards; and program advice.

Student Intake Load (Activity Descriptor)

Reference:

SCOPE
The management of intake of cohorts of students to programs and or courses. Also called Load Management. For records relating to funding received refer to Finance - Financial Management. For records relating to planning refer to Strategic Management, Government & Community - Strategic Planning.

Administration
Records relating to the management of student load intake into programs and or courses. Records include but are not limited to projection and target reports, and student load statistic reports.

STUDENT SERVICES (Function)

Reference:

SCOPE
The function of providing services to students by either the university, or another entity which has an agreement or contract with the university. The services include orientation, counselling, financial and welfare assistance, child care, medical, dental, nursing support, careers assistance and spiritual support. Some services may also be available to staff. For records relating to the Australian Graduate Survey refer to Teaching and Learning - Evaluation.

Study or Professional Development Leave (Activity Descriptor)

Reference:

SCOPE
The activity of offering staff the opportunities to use study leave or development to enhance their professional experience. Also referred to as sabbatical or special studies program. For records relating to study assistance, refer to Human Resource Management - Personnel Management.

Applications
Successful or unsuccessful applications for study or professional development leave, acceptances and reports.

TEACHING AND LEARNING (Function)

Reference:

SCOPE
The function of conveying knowledge to facilitate learning including curriculum planning and development, delivery, assessment, material, resources and evaluation.

Teaching Materials (Activity Descriptor)

Reference:

SCOPE
The activity of managing materials used in teaching activities which are subject to legislative and other regulatory controls. Includes chemicals, specimens, drugs, poisons etc.

Acquisition and disposal
Records relating to the acquisition and disposal of chemicals, specimens, drugs and poisons etc. used in teaching and learning activities and which are not controlled by specific regulations. Excludes human bodies and body parts. For records relating to human bodies or body parts refer to Research - Anatomy.

Clinical and related waste
Records relating to the management of clinical and hazardous waste in accordance with regulatory requirements set out under the Environmental Protection (Waste Management) Regulation 2000.

Controlled/restricted drugs - disposal
Other records relating to the disposal of controlled or restricted drugs kept in accordance with the Health (Drugs and Poisons) Regulation 1996.

Controlled/restricted drugs - register
Controlled and Restricted Drug Register kept in accordance with the Health (Drugs and Poisons) Regulation 1996.

Radioactive substances - licensing and certification
Records relating to licences and certificates of compliance held under the Radiation Safety Act 1999.

Radioactive substances - quality and safety
Records relating to the monitoring of quality and safety procedures against the university's radiation safety and protection plan. Includes outcomes of safety audits, radiation level monitoring, safety device checks and notifications.

Radioactive substances - acquisition, storage, disposal
Records relating to the acquisition, storage and disposal of radioactive substances and radiation equipment (including X-ray equipment) in accordance with the Radiation Safety Act 1999.

Use of chemicals
Records relating to the use of chemicals for agricultural and veterinary purposes and in accordance with the Chemical Usage (Agricultural and Veterinary) Control Act 1988.

Teaching Projects (Activity Descriptor)

Reference:

SCOPE
Activities relating to the development of new teaching practices or products, modification or adaptation of existing practices or products for the purpose of improving student learning. Includes the development, submission and approval of projects; the management of the project and reporting on activities associated with progress and completion.

Agreements
Agreements/contracts for teaching projects.

Development
Records relating to the formulation and or development of teaching projects. Includes working papers and preliminary data.

Funding proposals
Records relating to funding proposals for teaching projects. Includes successful or unsuccessful proposals for competitive internal or external or non competitive funding. Includes application forms or tenders, supporting information, referees, protocols and reports.

Reporting
Reports on individual projects as required by granting bodies conditions, legislation or protocol or communication to the wider community. Includes progress/interim reports, final reports, and presentations.

Teaching Strategy Development (Activity Descriptor)

Reference:

SCOPE
The activities associated with defining strategic goals and objectives for teaching and formulation of plans to achieve this.

Approved teaching plans
Approved operational teaching plan. Includes improvement programs and areas of teaching focus.

Development and evaluation - teaching plans
Records relating to the development, formulation and evaluation of operational teaching plans.

Development and evaluation - teaching strategies
Records relating to the development, formulation and evaluation of teaching strategies. Includes proposal for plan, correspondence, briefing papers and discussion papers.

Strategic planning
Approved teaching strategic plan. Includes strategic plans (mission statement, objectives, goals, and performance indicators), supporting documents and approval.

Technology & Communications (Activity Descriptor)

Reference:

SCOPE
Records relating to the acquisition or development, implementation, maintenance, use and disposal of information and communications technology and systems.

Acquisition
Records relating to the acquisition of information and communications technology and systems, including planning, selection, specifications, systems documentation and purchase. Software licenses and upgrade agreements.

Application Development
Records documenting the development or modification of specific information and communications technology and systems, including testing documentation. Data control and management - Records relating to the maintenance of data integrity, including data logging records. Data logging records for on-line and internet resources that provide information or advice which may have possible legal significance (eg., system access logs, internet access logs, system change logs and audit trails, etc, which show a history of access or change to data). Records relating to the migration of information and communications systems and data from one platform to another.

Evaluation
Records relating to evaluation of information and communications technology and systems.

Installation
Records relating to the installation and disposal of information and communications technology and systems.

Maintenance
Records relating to the regular maintenance and repair of information and communications technology and systems.

Operations
Operation manuals for information and communications technology hardware and software. Records relating to routine operation of information and communications technology, including administration of user access/permissions. Records relating to the monitoring of internet users' breaches of access rights, including system logs.

Planning
Records relating to the development of information and communications systems strategic plan. Information and communications systems strategic plan.

Privacy
Records relating to the implementation of information privacy principles and guidelines in agency information and communication technology and systems.

Security
Records relating to security of information and communication technology and systems. Records relating to breaches of security, including unauthorised access to a computer network, alteration of data.

Corporate Archives & Records Management Services - Business Classification Scheme

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