Access to Student Photograph Images - Policy

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1. Purpose and Objectives

This policy sets out the criteria by which requests for access to student ID card images will be assessed and is consistent with the principles of the University's Privacy Management Policy.

2. Definitions, Terms, Acronyms

ID card - student identification card

3. Policy Scope/Coverage

This policy applies to all staff and students at The University of Queensland and external authorities who request access to student ID card images.

4. Policy Statement

The University of Queensland provides a multi-function identification card containing photographic images for all its students. Photographic images are produced and stored electronically by an external agent that manages the process of producing the identification card.

Where the use of the ID card images is judged to be in the interests of students and not breaching their right to privacy, organisational units and their staff (or external authorities who request access) may be granted access.

Academic Registrar


Access to Student Photograph Images - Procedures

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1. Purpose and Objectives

These procedures control access and safeguard against misuse of student images obtained for the production of the student identification card and enacts PPL 3.40.08a Access to Student Photograph Images—Policy.

2. Definitions, Terms, Acronyms

ID card – student identification card

3. Procedures Scope/Coverage

These procedures apply to student photographic images obtained for the production of student identification cards, and the approval process for access to student photographic images by organisational units and their staff.

4. Procedures Statement

The students’ identification card is provided as proof of enrolment and is used to verify the identity of students for purposes that may include admission, examinations, library borrowing privileges, controlled access to secured areas and transport concessions (see PPL 3.40.09a Student Identification Cards—Policy). The card may also be used for access to services and facilities provided by the UQ Union, UQ Sport and general concessions offered by third parties.

5. Access to Images for Academic Purposes

Access to photographic images captured primarily for use on the ID card may be authorised:

  • for specific identification purposed directly related to the student’s enrolment (for example, placements, hospital identification cards);
  • for reasons of student safety, for example, in large laboratory classes where reference sheets are required in the event of emergencies;
  • for the purpose of pastoral care and enhancing the learning and teaching experience, for example, through the production of reference sheets that allow academic staff to more effectively identify and provide assistance to students in large classes; or
  • for other reasonable purposes where the signed consent of the students concerned has been obtained.

6. Access for Academic Organisational Units

Organisational units that require access to electronic copies of student images for specific identification purposes are required to seek permission from the Academic Registrar. In these instances the head of the organisational unit or the School Manager submits a formal request to the Academic Registrar via email to studentadmin@uq.edu.au, and:

a)  states the purpose for which the images will be used and demonstrates that the purpose is in the interests of students;

b)  nominates an individual in the unit who is authorised to access copies of the images; and

c)  gives an undertaking to destroy the images by secure methods after they are no longer required.

Photographic images captured primarily for use on the ID card are not to be displayed, either in hard copy or electronic form, in an area that is accessible to students or other third parties (for example, student common rooms, clinic reception areas). Where there is a specific requirement from a placement organisation that student images be on display in a public area, students must agree to that use of their images as part of accepting the placement.

7. Student Information

Students are informed that photographs used to produce student cards may also be used for other approved purposes.  Students who wish to lodge an appeal regarding the use of their image must do so in accordance with PPL 3.60.02a Student Grievance Resolution—Policy and PPL 1.60.02a Privacy Management—Policy.

8. Access for Other University Purposes

The photographic image collected at the time of ID card production will also be used for:

  • verifying students’ identity for official University purposes;
  • responding to emergency situations such as locating lost or missing students and identifying students in accidents.

The University will not disclose personal information, including photographic images, to third parties unless the disclosure is authorised or required by law.

Academic Registrar
Academic Registrar