Policies

NCVER policy

NCVER is committed to ensuring its website is as accessible as possible to all users.

NCVER's intention is to conform to Level A and AA of the Web Content Accessibility Guidelines 2.0 (WCAG 2.0) and is working towards achieving this. WCAG 2.0 has been endorsed by the Australian Government.

As well as a wide variety of information about NCVER and our work in HTML pages, the site also includes access, at no charge, to all NCVER publications published from 1 January 2000 in PDF format. For publications offered from 1 July 2005, NCVER aims to provide an alternative format online (for example, Microsoft Word).

NCVER's published output consists of a significant number of reports containing data tables and graphs, combined with analytical text. NCVER also uses a variety of software to publish its work. This means that conversion of the source file into an alternative format for assistive technologies is technically difficult for some of the software used. For VOCEDplus, the content is not published by or owned by NCVER, thus cannot always be provided in alternative formats.

NCVER now produces data visualisations and infographics. This increasingly popular method of information sharing can be inaccessible to people with disability. Where possible NCVER provides a text alternative for the infographic that conveys the same meaning and information that is represented visually. Alternate formats for data visualisations will be considered.

Due to these technical limitations, it is not possible to make the website entirely accessible in a cost effective manner. This limitation means that some tables, products or parts of the website may be less accessible to people with disability.

For those published outputs for which we have not provided an alternative format online, or where users are experiencing difficulties with the file provided, we encourage users to contact us at NCVERPublicationsDesk@ncver.edu.au. Where NCVER does not provide an alternative format online, NCVER will, within reason, provide it in an alternative format upon request at no cost to the user.

Personal information

Collecting personal information

The National Centre for Vocational Education Research Limited (NCVER) collects and manages personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles described in the Privacy Amendment (Enhancing Privacy Protection) Act 2012.

Privacy Policy

Please refer to NCVER’s Privacy Policy for details on how NCVER collects, manages, uses, discloses, protects, and disposes of personal information.

Privacy contact

For all privacy related enquiries, please contact: NCVER Privacy Officer, E. privacy@ncver.edu.au, P.08 8230 8400, NCVER, Level 5, 60 Light Square, ADELAIDE, SA 5000.

Accessing and correcting personal information, and lodging a complaint

Please refer to our Privacy Policy for details on how to access and seek correction of your personal information, and how to lodge a complaint should you have any concerns with the way NCVER manages your personal information. The policy indicates how NCVER will respond to your request and how long it may take.

What we record

System information and analytics

The web servers for the NCVER Portal, LSAY, AVETMISS Validation Software, and VOCEDplus websites automatically log information such as server address, date and time of visit and web pages accessed. No personal information is recorded. These logs are used for website management and improvement.

Where there are links on NCVER’s websites to third party websites, NCVER cannot guarantee the privacy of those sites and is not responsible for the privacy practices of the linked websites. Any concerns regarding the privacy policies of linked websites should be directed to those websites.

Google Analytics, Hotjar, clickstream data and cookies

NCVER uses Google Analytics for improving its Portal, LSAY, AVETMISS Validation Software and VOCEDplus websites. The Portal and LSAY websites are also ‘Hotjar enabled’. By accessing and navigating these websites, end users consent to the processing of the data collected by Google and Hotjar analytics in the manner and for the purposes set out below.

Google Analytics

Google Analytics is a web analytics service provided by Google Inc. User activity data are captured using Javascript tracking code. The code retrieves information on the user’s HTTP request, including geographic location (derived from the IP address which is not recorded), language, browser-type and first-party cookies on the user’s browser. These data, none of which can identify an individual, are then sent to Google Analytics servers (USA) in the form of parameters in a GIF file for processing into anonymous reports. Google may transfer this information to third parties that process information on Google’s behalf, or where required by law. NCVER uses the reports to improve its websites, improve the content of its websites, and to promote NCVER’s publications and VET data products according to user interests and preferences.

End users may opt-out of Google Analytics by disabling or refusing cookies, disabling JavaScript, or using the Google Analytics Opt-Out Tool provided by Google. For more information on the safeguards used for Google Analytics, including Google’s privacy policy, see Google Analytics Safeguards and Privacy Policy.

Hotjar

Hotjar is also a web analytics service and is provided by Hotjar Ltd located in Malta. A Hotjar enabled website tracks end-user website activities and data such as IP addresses, device type, country location, referring URL and domain, and cookies to collect information such as standard internet log information. This information is transmitted to Hotjar servers located in Ireland and is subject to the European Union Data Protection Directive which regulates the processing of personal data within the European Union.

By ‘Hotjar enabling’ the Portal and LSAY website, NCVER can enhance end-user experience by improving functionality, identifying preferences, diagnosing technical problems, and analysing trends.

By default, information will be collected by Hotjar when you use NCVER’s Portal and the LSAY website. You may opt-out by disabling/refusing cookies, or using Hotjar’s opt-out tool at https://www.hotjar.com/opt-out. For more information, see Hotjar’s Privacy Policy https://www.hotjar.com/privacy.

Information security

Our internet and internal network and databases are protected from unauthorised access using current technologies. You should be aware, however, that there are inherent risks associated with the transmission of information across the internet and NCVER takes no responsibility for any damage or loss that may be suffered arising out of or in relation to the transmission of any individual’s information across the internet. For those who do not wish to send their personal information via an electronic form, please print the form and send by post.

Please refer to our Privacy Policy for more information on how NCVER protects personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.

Twitter

Twitter is a free social networking and micro-blogging service that enables its users to send and read messages. Under Twitter rules, spamming is not allowed. NCVER reserves the right to block anyone we think is spamming us. For Twitter terms of service refer to http://twitter.com/tos.

Links

Links to our sites

You may link from your site to our sites, provided that it is clearly indicated on your site that the content being accessed is the property of NCVER.

Links to other sites

Links are provided on NCVER Portal to other websites for the convenience of users. Their inclusion does not in any way imply endorsement by NCVER. These other sites will have their own privacy policies and may collect or solicit personal information. NCVER policies and procedures do not apply to any external links.

Copyright

Copyright in this website is owned or licensed by NCVER. Users should also refer to individual web pages, file formats and works regarding any specific license terms, such as Creative Commons.

NCVER copyright
Information published from August 2010 onwards copyrighted to NCVER will be provided under a Creative Commons Attribution 3.0 Australia http://creativecommons.org/licenses/by/3.0/au license, and is represented by the symbol:

Creative Commons logo

Commonwealth copyright
From September 2011 data and materials created by NCVER on behalf of the Commonwealth Government will be provided under a Creative Commons Attribution 3.0 Australia http://creativecommons.org/licenses/by/3.0/au license.

The Creative Commons license conditions do not apply to all logos, graphic design, artwork and photographs. Requests and enquiries concerning reproduction and rights should be directed to NCVER.

NCVER cannot and does not grant any permission or authority in respect of the copyright in the materials appearing at third party internet sites including those where people may create or post user-generated content.

NCVER undertakes to maintain the information on our websites for as long as is reasonable and possible, but gives no guarantee of enduring access.

Copyright enquiries

Disclaimer

NCVER provides the information contained in its Portal solely as a resource for its users without any form of assurance. While NCVER tries to provide high quality content, it does not guarantee the accuracy, reliability, appropriateness for use or timeliness of this information.

Visitors to this website should not act or refrain from acting on the basis of any of the material on this website without first conducting their own investigations and seeking professional advice specific to their own situation if necessary.

The Internet is not a secure medium and communications to and from this website may be intercepted or altered in transit. NCVER do not warrant that its website is free from anything which may damage any computer which accesses the website or data on such computer.

To the maximum extent permitted by law, NCVER will not provide any refund or other remedy to any user who purchases any product listed on NCVER’s website.

NCVER disclaims to the extent permitted by law, all liability (including negligence) for all claims losses expenses damages and costs the user may incur as a result of or associated with the use of information on this site, or for damage to the user’s website and system or to people linking to NCVER from the user’s website(s) caused by or in relation to NCVER’s website or for any reason whatsoever.

Any links to any other web sites are inserted for convenience only and do not constitute endorsement of material at those sites, or of any organisation, product or service associated with those sites.

Notwithstanding the above, in the event that NCVER’s liability cannot be excluded by law, NCVER’s liability to the user (and any party claiming through the user) for any claim for loss or damages made in connection with the use of or purchase from NCVER’s website or for damages to the user or another person’s website or systems or for anything else whatsoever, whether in contract, tort (including negligence), under statute, in equity or otherwise shall be strictly limited as follows:

  • for any liability arising from goods supplied by NCVER not meeting the specification or which are said to be otherwise defective or deficient, NCVER’s liability is limited to the cost of replacement of the goods, or the repair of those goods, or the repayment of the invoice price of those goods or payment of the cost of having the relevant goods provided (at the option of NCVER);
  • for any liability arising from services supplied by NCVER not meeting the scope or which are said to be otherwise defective or deficient, NCVER’s liability is limited to the provision of the services again or payment of the cost of having the relevant services provided (at the option of NCVER); and
  • for any liability that does not fall within the scope of the above, NCVER’s liability for any loss or damage arising from or caused in any way by NCVER, the goods or services it supplies or this website, is excluded.

NCVER shall not be liable for any indirect, special or consequential loss or damage of any nature whatsoever resulting from or caused in any way by the goods or services it supplies (including negligence of NCVER), where “indirect, special or consequential loss or damage” includes: any loss of income, profit, production, contract, customers, business opportunity or business; any loss of goodwill or reputation; any loss of value of intellectual property; any loss or damage resulting from the loss or damage to goods or services other than those supplied by NCVER.

General

Copyright in this Portal is owned or licensed by NCVER. Users should also refer to individual content pages, file formats and works regarding any specific license terms, such as Creative Commons.

NCVER copyright

Information including sound recordings and videos published from August 2010 onwards copyrighted to NCVER will be provided under a Creative Commons Attribution 3.0 Australia http://creativecommons.org/licenses/by/3.0/au license, and is represented by the symbol:

Creative Commons logo

The Creative Commons license conditions do not apply to all logos, graphic design, artwork and photographs. Requests and enquiries concerning reproduction and rights should be directed to NCVER.

Commonwealth copyright

From September 2011 data and materials including sound recordings and videos created by NCVER on behalf of the Commonwealth Government will be provided under a Creative Commons Attribution 3.0 Australia http://creativecommons.org/licenses/by/3.0/au license.

The Creative Commons license conditions do not apply to all logos, graphic design, artwork and photographs. Requests and enquiries concerning reproduction and rights should be directed to NCVER.

NCVER cannot and does not grant any permission or authority in respect of the copyright in the materials appearing at third party internet sites including those where people may create or post user-generated content.

NCVER undertakes to maintain the information on our Portal and websites for as long as is reasonable and possible, but gives no guarantee of enduring access.

Copyright enquiries

Charter

NCVER prides itself in being customer focused and outward looking. Our customer service charter sets out NCVER’s commitment to its customers and outlines the standard of service that they can expect in their dealings with our organisation through NCVER’s Client Support team.

We show and expect respect from each other, our clients, Members and stakeholders, and are committed to providing excellent customer service across the organisation.

General enquiries

  • Our Client support team will provide a telephone and email service to assist callers, Monday to Friday, between the hours of 8.45am and 5.00pm (Adelaide time).
  • All calls to NCVER on 08 8230 8400 or 1800 649 452 will be received centrally and callers will be directed to the most appropriate available staff member during business hours.
  • Our staff will respond to all enquiries via phone (where a voice message has been left), contact form or email within two business days.

NCVER Portal

NCVER’s portal will be available 24 hours a day, seven days a week, subject to events outside of NCVER’s control or for scheduled maintenance. NCVER will advise customers via the outages page when the portal is unavailable.

Contacting us

  • For assistance in meeting VET data reporting obligations, a contact form is available from the NCVER portal or you can email our Client Support team at support@ncver.edu.au.
  • See our portal for contact details or call us on 08 8230 8400 (or toll free 1800 649 452).

Feedback

We are constantly looking to improve our products and services, and value your feedback. We are interested in receiving constructive feedback from our clients, both positive and negative about any aspect of our service.

  • If you would like to send us feedback or have any complaints about our services please email support@ncver.edu.au
  • If you have an outstanding issue which has not been resolved to your satisfaction, you can escalate this by emailing us at support@ncver.edu.au and outlining the problem. All emails to this address are monitored by a Senior Client Support Officer who will take the necessary steps to ensure issues are promptly addressed and resolved by the appropriate staff member.
  • If your concerns are of a more complex nature we will keep you informed as to the progress being made and provide an estimated timeframe for resolution.

Privacy

NCVER complies with the Australian Privacy Principles. Further details are available on our portal at NCVER Privacy Policy.

Personal contact information is collected directly from individuals who request assistance from the Client Support team, and handled in accordance with the NCVER privacy policy.

NCVER privacy policy

The National Centre for Vocational Education Research Limited (NCVER) is a not-for-profit company owned by the Commonwealth and state and territory ministers responsible for vocational education and training (VET). It is a professional and independent body responsible for collecting, managing, analysing, evaluating and communicating research and statistics about VET nationally. NCVER operates under the authority of ministers responsible for education and training, the legislated registration requirements for training providers under national VET regulation, and other relevant legislation.

1.     Commitment to Privacy and Information Security

NCVER is committed to managing personal information, and ‘sensitive’ personal information, in an open and transparent way. In collecting, holding, using and disclosing personal information, NCVER is bound by the Australian Privacy Principles (APPs) set out in Schedule 1 of the Privacy Act 1988 (Cth). This policy sets out how NCVER manages personal information in accordance with these requirements.

2.     Regulatory Environment for VET Data

The Australian Skills Quality Authority (ASQA) is the regulatory body for the VET sector. ASQA was established through the enactment of the National Vocational Education and Training Regulator Act 2011 (Cth) (the Act).

Registered training organisations (RTOs) are obliged, as a condition of registration with ASQA, to collect and report Total VET Activity Data which must comply with the Australian VET Management Information Statistical Standard (AVETMISS).

Total VET Activity data collection and reporting requirements are regulated through the Data Provision Requirements 2012 legislative instrument, together with the National VET Data Policy, published by the Australian Government Department of Education and Training, and the Australian Quality Training Framework. Access to and disclosure of national VET provider collection data is governed by the National VET Data Policy agreed by the Council of Australian Governments Ministers responsible for skills under the Act.

Regulation of the collection, use and disclosure of the Unique Student Identifier (USI) is regulated by the Student Identifiers Act 2014 (Cth), and Student Identifiers Regulations. NCVER is authorised, under the Student Identifiers Regulations, to adopt, use and disclose USIs in certain circumstances (see paragraph 4).

3.     Meaning of Personal Information and ‘Sensitive’ Personal Information

The Privacy Act 1988 defines ‘Personal Information’ as information or an opinion about an identified individual, or someone who is reasonably identifiable, whether the information/opinion is true or not, and whether the information/opinion is recorded in material form or not. ‘Sensitive Personal Information’ is a sub-set of personal information which relates to a person’s racial or ethnic origin, political opinions, philosophical or religious beliefs/affiliations, memberships (political, professional or trade association, trade union), sexual preferences/practices, criminal record, health, genetic or biometric information.

3.1    Type of information collected by NCVER

NCVER may collect contact information (such as name, organisation, position, address, telephone, and email) for marketing, client support services, servicing data requests, managing research grants, conducting research, VOCEDplus research database services, or for communicating with stakeholders and suppliers as part of day to day services. Student information for the national VET collections and national VET surveys is not at present collected directly by NCVER (see paragraph 6.3 of this policy).

The management of NCVER employee information complies with this policy. Personal information collected includes names, addresses, phone numbers, emergency contact details and other employment related information.

Personal information defined as ‘sensitive’ under the Privacy Act 1988, which may be collected by NCVER, includes information such as dietary requirement for events and biographical information for key note speakers. Data collected for the national VET collections, national VET surveys, and some VET research conducted by NCVER may include personal information which infers ethnicity (eg. Indigenous status, country of birth, language spoken at home), and disability status (including types of disability). NCVER employee information may include professional association memberships, health and work injury information.

4.     Government Related Identifiers

NCVER does not collect, use or disclose a government related identifier of an individual as its own identifier, unless NCVER is authorised by law and prescribed in regulations to do so.

NCVER is authorised by the Student Identifiers Act 2014 and Student Identifiers Regulation 2014 to collect, use and disclose a student identifier for purposes specified in the Regulations, including for purposes related to the collection and preparation of statistics relating to VET, for the purpose of auditing the accuracy and reliability of the national VET statistical collections, for the purposes of research, to enable the Student Identifiers Registrar to prepare an authenticated VET transcript, and for the purpose of assisting the Student Identifiers Registrar to identify, investigate and resolve a problem that occurs in relation to the assignment of student identifiers.

5.     Anonymity and Pseudonymity

As far as practicable, NCVER aims to offer individuals the options of anonymity and pseudonymity when collecting personal information. Examples of situations where it is not possible to offer anonymity include servicing data requests, resolving client support service requests, registrations for events, document delivery requests, and HR management.

6.     Collection, Use and Disclosure of Personal Information

When necessary, personal information is collected by NCVER for marketing services, client support services, and research activities. NCVER does not directly collect data for the national VET collections, national VET surveys, or the Longitudinal Survey of Australian Youth (LSAY), but receives this data from the organisations that collect it. A log book of visitor names and contact information is also maintained for administrative, safety and security purposes.

6.1    Marketing Services

Personal information is collected directly from individuals who subscribe to NCVER marketing communications (see also paragraph 10.4); or who register for events (such as research forums) and NCVER hosted webinars; and from stakeholders for day-to-day business and information dissemination. Personal information is kept as long as it is required for the purpose it was collected. Subscribers to any of NCVER’s marketing communications can unsubscribe at any time.

6.2    Research

NCVER’s research activities encompass NCVER’s own research program and research consultancy, management of the national competitive research grants on behalf of the Australian Government Department of Education and Training, and the VOCEDplus research database.

- NCVER’s own research program and research consultancy – Privacy notification is provided ahead of conducting research interviews or at the time of inviting individuals to participate in a survey. Personal information is collected directly from individuals. Where personal information is collected from persons under 18, parental consent is obtained and NCVER researchers comply with the relevant jurisdiction’s Children’s Protection Act. Personal contact information is kept only for as long as required for the research. Research data is de-identified and retained with appropriate security as required for research data archive requirements.

- Managed research grants – Privacy notification is provided when applicants apply for funding, when reviewers are invited to be part of the editorial board, and when respondents are invited to participate in a survey. Personal information is collected directly from researchers who have been awarded grants by telephone and/or written communications. This information is kept as required by contractual obligations.

- VOCEDplus research database – Privacy notification is provided at the point of collecting personal information via online forms. Personal contact information is collected directly from end-users for services including document delivery, reference queries, document submission for inclusion in the research database, general enquiries, and application for membership of the Pathways Practitioners Community. Information obtained for document delivery requests is retained in accordance with copyright law. Personal information collected for other purposes is not retained longer than required for the purpose it was collected.

6.3    National VET Collections and National VET Surveys

NCVER manages four national collections covering different aspects of vocational education and training in Australia, as well as a number of surveys.

- National VET Collections – Data for the national VET collections are collected by training providers and provided to NCVER as regulated by the Australian Skills Quality Authority (see paragraph 2). Student names and contact information are required fields in the AVETMIS Standard (AVETMISS Data Elements Definitions). These fields are encrypted as soon as AVETMISS data are received by NCVER from data submitters. NCVER does not at present retain any student names or contact details.

- National VET Surveys – Student information for the national VET surveys is collected by professional social research organisations that are contracted by NCVER on behalf of the Australian Government Department of Education and Training. Student names and contact information are removed by the contractor before providing the data to NCVER. The contractor destroys student names and contact details on completion of the survey.

- Longitudinal Survey of Australian Youth (LSAY) – This survey tracks people as they move from school into further study, work, and other destinations, and provides important information for understanding young people’s key learning transitions and pathways. LSAY is managed and funded by the Australian Government Department of Education and Training. Data for LSAY are collected by a professional market and social research organisation via phone and online interviews. This organisation provides the data to NCVER after removing the names and contact information of the survey respondents. NCVER provides analytical, reporting and publishing services for LSAY.

6.4    Uses of NCVER Research, National VET Collections and Surveys Data

Research – Data collected as part of research informs published research. Research reports, with the exception of some consultancy reports, are publically available, and can be used by anyone to facilitate understanding of VET sector dynamics and performance, support critical policy and other decision making, and shed light on evolving VET sector priorities.

National VET Collections and Surveys – The data from the national VET collections and national VET and LSAY surveys are used by NCVER to produce publications and data tools that facilitate an understanding of VET sector dynamics and performance, support critical policy and other decision making, and are aligned to evolving VET sector priorities. Data are, upon request, accessible to the Commonwealth and state and territory governments, training providers, peak bodies, researchers, and the general public in accordance with the National VET Data Policy for disclosure and publication of national VET Administrative Collections and Surveys (see 6.5). Data may also be provided to the Australian Skills Quality Authority (ASQA) upon request in accord with the National Vocational Education and Training Regulator Act 2011 (Cth) and other state regulations.

6.5    Disclosure of Personal Information

In general, NCVER does not disclose personal information other than for the purpose for which it was collected, or if a person has consented to the disclosure of their information for a specific purpose, or they would reasonably expect this (eg. receiving communications about upcoming events), or if required by law.

NCVER takes rigorous steps to ensure data in publications are de-identified and confidentialised. Where requests are made to NCVER for national VET collection and survey data or for access to NCVER’s data tools, NCVER will release data in accordance with the National VET Data Policy (for disclosure and publication of the national VET Administrative Collections and Surveys). Where disclosure of unit record data is authorised under the National VET Data Policy, such disclosure is made upon written application and a signed undertaking to protect the data according to the provisions of the Privacy Act 1988. Disclosure of student identifiers is made in accordance with the provisions of the Student Identifiers Act and Student Identifiers Regulation.

In accordance with the VET Data Policy, NCVER may disclose personal information to third parties including Commonwealth, state and territory government agencies responsible for VET, the Student Identifiers Registrar and researchers, for purposes including:

(a) issuing statements of attainment or qualification, and populating authenticated VET transcripts;

(b) facilitating statistic and research relating to education, including surveys.

(c) understanding how the VET market operates, for policy, workforce planning and consumer information; and

(d) administering VET, including programme administration, regulation, monitoring and evaluation.

6.6    Data Linking

NCVER participates in projects which link the National VET Collections data with other datasets, such as datasets collected by the Australian Government Department of Education and Training and by other Commonwealth Government agencies. Data linking projects are expected to increase because of the benefits of enriched information for policy decision making, improving training pathways and options, and research for example.

In linking datasets, NCVER takes rigorous steps to protect the privacy of individuals. NCVER manages its datasets and conducts all data linking projects in accordance with the requirements of the Australian Privacy Principles, as outlined in the Privacy Act 1988, and also the Student Identifiers Act 2014 (and Regulation) where Unique Student Identifiers (USIs) may be included. Although not mandated to do so, NCVER follows the Guidelines on Data Matching in Australian Government Administration published by the Office of the Australian Information Commissioner. Where Commonwealth data are involved, NCVER liaises with the Commonwealth agencies and complies with the High Level Principles for Data Integration Involving Commonwealth Data for Statistical and Research Purposes published by the Australian Government National Statistical Service. NCVER also conducts Privacy Impact Assessments for all data linking projects with the aim of reducing any privacy risks.

6.7    NCVER Employee Information

Privacy notification and collection of personal information occurs on employment commencement and throughout employment as necessary for administrative and other HR management purposes. After an employee leaves NCVER, their personal information is retained as required by Australian law.

6.8    Unsolicited personal information

If NCVER should receive unsolicited personal information, it will be treated and managed according to the Australian Privacy Principles if found to be related to one of its collections, otherwise it will be destroyed or de-identified if lawful to do so.

7.     Information Security

NCVER takes active steps to protect personal information and data from cybercrime, interference, misuse, modification, and unauthorised access or disclosure. NCVER’s information security management system aligns with the requirements of ISO 27001 (Information Security Management System) and ICT systems security recommendations published by the Australian Signals Directorate. ICT system security measures include system security, information security, network security, physical security, personnel security and training, and ensuring any contracted third-parties have appropriate security policies and certified ICT safeguards before engagement.

Generally, NCVER retains personal information for as long as it is required for its business activities, and for as long as we are legally required to retain the information, or are required to do so under a court/tribunal order. When personal information is no longer necessary for the business activity it was collected for, and it is legal to do so, NCVER destroys or takes reasonable steps to de-identify the information.

The Privacy Amendment (Notifiable Data Breaches) Act 2017 (Cth) (NDB Act), which amended the Privacy Act 1988 (Cth) (Privacy Act), has introduced new obligations on NCVER to report certain (actual or suspected) unauthorised access, disclosure or loss of personal information of individuals to the Australian Information Commissioner (Commissioner) and/or certain affected individuals. In order to enable NCVER to comply with its obligations under the Privacy Act, it requires each entity, individual, organisation, Government Department, agency or other person with whom it contracts or otherwise deals with (Users) to:

(a) notify NCVER immediately upon it suspecting or becoming aware of any unauthorised access to or disclosure or loss of, personal information that is “held” by NCVER (within the meaning of the Privacy Act);
(b) meet with NCVER as soon as practicable, and not later than within 30 days of the suspicion or knowledge arising, to mutually carry out a reasonable and expeditious assessment of whether there are reasonable grounds to believe that an “eligible data breach” (as defined in the Privacy Act) has occurred (Assessment);
(c) if the Assessment concludes there are reasonable grounds to believe that an eligible data breach has occurred:
 

(i) consider whether there is any remedial action that can be immediately taken to prevent any serious harm occurring to individuals (Remedial Action), and if so, take that action immediately;

 

(ii) if the Remedial Action is successful in preventing any serious harm occurring, assess whether it is then likely that any serious harm will occur to any individual as a result of the access, disclosure or loss;

 

And if there remain reasonable grounds to believe serious harm remains likely:

 

(iii) assist NCVER in preparing, as soon as practical, a statement to be provided to the Commissioner in accordance with section 26WK(3) of the Privacy Act (Statement); and

 

(iv) assist NCVER in considering the practicability of:

  

(A) notifying each individual, to whom the relevant information relates, of the contents of the Statement; or (if that is not practicable)

  

(B) notifying each individual who is “at risk” from the eligible data breach,

  

and notifying those persons accordingly, and if neither of those options is practicable, assist NCVER in:

  

(C) publishing a copy of the Statement on NCVER’s and/or the User’s website (at NCVER’s discretion); and

  

(D) taking reasonable steps to publicise the content of the Statement.

User’s must use their reasonable endeavours in all dealings with NCVER to ensure they comply with the Privacy Act and do not do or omit to do anything that may cause NCVER to breach any of its obligations under the Privacy Act.

The User must meet its own costs arising out of or in relation to complying with these Notifiable Data Breaches clauses.

8.     Access to and correction of personal information

NCVER endeavours to ensure the personal information it collects and uses or discloses is accurate, up to date, complete and relevant. NCVER routinely updates the information in its customer relationship management system.

Individuals may request access to and correction of personal information at any time. This can only be done for personal information collected by NCVER directly from individuals. Subscribers to any of NCVER’s marketing communications are able to access their online accounts and make changes or unsubscribe at any time.

NCVER is not able to update or provide access to personal information collected for the national VET collections, the national VET surveys, or Longitudinal Survey of Australian Youth (LSAY) (see paragraph 6.3). NCVER does not at present hold the names of individuals and their contact details. To seek access to or correction of this information, students should contact their training provider regarding the national VET collections data which are submitted to NCVER by registered training organisations, and people who have provided information for the national VET surveys or LSAY should contact the organisation who collected the information. For the Student Outcomes Survey refer to Student Outcomes Survey-Participant Information and for the LSAY refer to LSAY-Participant Information.

9.       Online Privacy

9.1 NCVER’s website management

The web servers for the NCVER Portal, LSAY, AVETMISS Validation Software, and VOCEDplus websites automatically log information such as server address, date and time of visit and web pages accessed. No personal information is recorded. These logs are used for website management and improvement.

Where there are links on NCVER’s websites to third party websites, NCVER cannot guarantee the privacy of those sites and is not responsible for the privacy practices of the linked websites. Any concerns regarding the privacy policies of linked websites should be directed to those websites.

9.2    Google Analytics and Hotjar

NCVER uses Google Analytics for improving its Portal, LSAY, AVETMISS Validation Software and VOCEDplus websites. The Portal and LSAY websites are also ‘Hotjar enabled’. By accessing and navigating these websites, end users consent to the processing of the data collected by Google and Hotjar analytics in the manner and for the purposes set out below.

Google Analytics

Google Analytics is a web analytics service provided by Google Inc. User activity data are captured using Javascript tracking code. The code retrieves information on the user’s HTTP request, including geographic location (derived from the IP address which is not recorded), language, browser-type and first-party cookies on the user’s browser. These data, none of which can identify an individual, are then sent to Google Analytics servers (USA) in the form of parameters in a GIF file for processing into anonymous reports. Google may transfer this information to third parties that process information on Google’s behalf, or where required by law. NCVER uses the reports to improve its websites, improve the content of its websites, and to promote NCVER’s publications and VET data products according to user interests and preferences.

End users may opt-out of Google Analytics by disabling or refusing cookies, disabling JavaScript, or using the Google Analytics Opt-Out Tool provided by Google. For more information on the safeguards used for Google Analytics, including Google’s privacy policy, see Google Analytics Safeguards and Privacy Policy.

Hotjar

Hotjar is also a web analytics service and is provided by Hotjar Ltd located in Malta. A Hotjar enabled website tracks end-user website activities and data such as IP addresses, device type, country location, referring URL and domain, and cookies to collect information such as standard internet log information. This information is transmitted to Hotjar servers located in Ireland and is subject to the European Union Data Protection Directive which regulates the processing of personal data within the European Union.

By ‘Hotjar enabling’ the Portal and LSAY website, NCVER can enhance end-user experience by improving functionality, identifying preferences, diagnosing technical problems, and analysing trends.

By default, information will be collected by Hotjar when you use NCVER’s Portal and the LSAY website. You may opt-out by disabling/refusing cookies, or using Hotjar’s opt-out tool at https://www.hotjar.com/opt-out. For more information, see Hotjar’s Privacy Policy https://www.hotjar.com/privacy.

9.3    MailChimp and Facebook Pixel

MailChimp

NCVER uses the MailChimp subscription service for its marketing communications. When you sign up to NCVER’s marketing communications on any of our websites, your personal information will be captured by MailChimp and held in servers located in the United States and subject to USA law. MailChimp may transfer this information to third parties that process information on their behalf, or where required by law.

MailChimp uses cookies, Web Beacons and Flash Player code to collect your website usage, your browser type and version, your operating system, and IP address.

Although the MailChimp Subscription Service is subject to USA laws, MailChimp confirms it, and its subcontractors, are subject to the operation of the Australian Privacy Act 1988 in regard to its Australian customers. For more information, see Mailchimp Privacy Policy.

Facebook Pixel

NCVER uses Facebook Pixel on the LSAY website to measure the effectiveness and reach of our LSAY advertisements as we would like communications to be relevant and of interest to potential audiences in promoting the survey.

Facebook Pixel is an analytics tool that allows measurement of the effectiveness of advertising based on website usage. Facebook Pixel uses cookies to collect information such as the referral URL, browser information, and Facebook user ID. For more information, see Facebook Privacy Policy which applies to all Facebook brands, products and services.

By default, Facebook Pixel may collect or receive information when you access the LSAY website and use the information to provide measurement services and target advertisements. If you do not want your information collected or received by Facebook Pixel, you may opt-out of Facebook’s use of cookies and Facebook Pixel through the settings on your Facebook account. For more information, see https://www.facebook.com/ads/settings.

9.4    SurveyMonkey

NCVER may use SurveyMonkey occasionally for research purposes or for gathering views from users of the VOCEDplus database and website in order to make improvements.

SurveyMonkey is a global provider of web-based survey solutions. When you enter information for a survey conducted by NCVER using SurveyMonkey, your responses are stored on servers located in the USA. SurveyMonkey treats the information as private to NCVER (the survey creator) who also owns and manages the data. The data are disclosed to NCVER only. Surveys conducted by NCVER using SurveyMonkey are completely voluntary.

SurveyMonkey collects information such as: usage data, device data, referral data, information from page tags, cookies and Google Analytics.

Although located in the USA, SurveyMonkey includes privacy provisions for Australian survey respondents and supports reporting any privacy complaints to the Australian Office of the Information Commissioner. For more information, see SurveyMonkey Privacy Policy.

10     Privacy Complaints

Complaints or concerns about NCVER’s management of personal information should be directed in writing to NCVER’s Privacy Officer at privacy@ncver.edu.au. NCVER will respond in writing within 14 business days.

11.     Privacy Contact

For all privacy related enquiries, or to request a pdf copy of this policy, contact:

The Privacy Officer

NCVER, Level 5, 60 Light Square, ADELAIDE, SA 5000.

(E) privacy@ncver.edu.au

(T) Telephone 08 8230 8400

12. Policy revision history

REVISION DATES:Policy created: 27/2/2014; Last revised: April 2018

Guidelines

The use of social media supports NCVER’s efforts to make its information more accessible. NCVER has corporate social media accounts with Twitter, LinkedIn, YouTube and Facebook.

NCVER also manages Facebook and YouTube accounts for the Longitudinal Surveys of Australian Youth.

NCVER reads all social media replies, mentions and direct messages, and ensures that any emerging themes or helpful suggestions are addressed. Where NCVER is not able to reply individually to messages received via social media, and where common topics and requests exist, NCVER may issue a general notification to all parties.

We may use some automation tools (which generate tweets from RSS feeds) to ensure the information posted is timely.

Social media networks may occasionally be unavailable, and NCVER accepts no responsibility for lack of service due to downtime.

Content and use

NCVER monitors its social media accounts during office hours: 8.45am - 5.00pm ACST, Monday to Friday.

NCVER will take action to remove offensive or abusive comments.  If a question or comment requires a response, the question will be acknowledged and responded to online or offline depending on the nature of the query.

We encourage open conversation and ask you to respect our community members by following a few simple guidelines:

  • Please be respectful of other users and their opinions. Do not harass, abuse, threaten or make personal attacks against others.
  • Please do not engage with us with inappropriate, inflammatory, offensive, repetitive, or unlawful comments.
  • Do not spam us by tweeting regular requests, offers or appeals, or by posting anything else that could be considered spam.
  • Do not disclose any personal or sensitive information about yourself or others.
  • Do not disclose any confidential information, or infringe the intellectual property rights of others.

As a guide, content will be removed that is:

  • abusive, offensive in nature or contains offensive language
  • bullying, harassing, defaming or giving offence to other people
  • contains personal and/or cultural attacks or insults
  • promotes hate of any kind
  • potentially libellous or defamatory comments
  • off-topic or spam
  • plagiarised material
  • commercial content
  • unauthorised copyright material.

NCVER will reserve the right to moderate comments in social media as it sees appropriate.

Privacy

All content posted to NCVER’s social media pages becomes public information and is governed by the policies of the social media platforms. For further information please refer to:

 

Background

As the national agency for Australian vocational education and training statistics, NCVER strives to ensure the accuracy, quality, integrity and confidence of its published statistics.

Aim

To promote public confidence in its published statistics.

Policy

NCVER has put stringent quality assurance procedures in place to assure the integrity of data in the national VET administrative collections and surveys. These comprise the following elements:

Setting statistical standards

  • NCVER oversees the Australian VET Management Information Statistical Standard (AVETMISS) which ensures the consistent and accurate capture and reporting of VET information about students, providers, courses and training outcomes.

Data validation

  • NCVER provides a free online data validation tool AVETMISS Validation Software (AVS) for RTOs to validate their data before submission and to satisfy the AVETMISS requirements.

Data quality checks

  • NCVER encourages data submitters to take responsibility for providing high quality data. To enable State Training Authorities and Board of Studies to assess their own data quality prior to submission, NCVER provides data quality checks and reports for these stakeholders in AVS.

Management of fieldwork contractors

  • NCVER follows sound principles of practice in selecting and managing fieldwork contractors to collect survey data. This includes a panel to select the fieldwork contractor based on merit.

Resolution of data queries

  • NCVER thoroughly checks data before using it for any output. We also raise any queries directly with data submitters, document any revisions made, and can replicate these changes if required.

Automation of data output

  • NCVER produces its regular statistical output and most data requests without having to manually manipulate data. This process reduces the possibility of human error. We have developed carefully checked software code and data cubes to provide these services.

Cross-checking of data output before release

  • NCVER cross-checks all data before it is published. A person other than the originator of the data always cross-checks the output and signs it off as appropriate. Where possible, we also cross-check data using different means from those used to generate it initially.

Documentation of sources, concepts and caveats

  • NCVER gives information in all publications on how the data were collected and what they cover, defining key terms and noting any issues.
  • NCVER staff and users are encouraged to report errors in published statistics if they do occur. We then correct the public record as soon as possible and review our quality assurance procedures to prevent the error recurring. Specifically, we undertake the following measures:
    • revise any products on the NCVER portal and clearly indicate where products have been changed
    • advise relevant stakeholders and, where necessary, issue a media release to correct the public record
    • report to the NCVER board
    • institute an internal review to identify how the error occurred, and refine our quality assurance arrangements as necessary.

Background

1. Data quality is an important element of NCVER’s role as the custodian of the national VET administrative collections and surveys. NCVER’s success is measured by the comprehensiveness and quality of its statistical collections, and on the quality and relevance of its research and data.

2. NCVER aims for high quality data to maintain its reputation, but the window of opportunity for data quality checking are relatively short and resubmissions cannot always be avoided.

3. With the move to collecting ‘total VET activity’, there will be more data submitted to NCVER, which could potentially increase the number of resubmissions. To manage the increased number of data submissions (and resubmissions), it will be the responsibility of the data submitters to review the quality of their data prior to submitting data via NCVER’s AVETMISS Validation Software (AVS).

4. This policy does not cover changes to data for the USI transcript service which was activated in May 2017. Any changes required to the transcript service can be facilitated via the USI transcript update tool or through regular AVETMISS reporting.

Aim

5. The purpose of this policy is to outline NCVER’s approach to dealing with data resubmissions.

Policy

6. NCVER will accept data resubmission after the close-off date in some circumstances; however, we will undertake an informed assessment on a case-by-case basis of the consequences of this on our key collections, surveys and products.

7. The frequency of data and publication updates needs to be limited to align with data submission cycles, with the following exception:

  • If the data revisions are assessed as having material impact on statistical outputs and products, NCVER will negotiate with the data submitter on a cost-recovery basis to update and re-issue publications, products and services affected by the revisions. Details of a data discrepancy must be provided in writing to NCVER. NCVER reserves the right to verify the discrepancy and to advise on the course of action.

8. This policy applies to data in all national VET administrative collections including: the National VET Provider Collection, the National Apprentice and Trainee Collection, the National VET Finance Collection, and the National VET in Schools Collection. Sampling for the National Student Outcomes Survey may be implicated by resubmissions to the National VET Provider Collection.