29Information technology requirements

29 Information technology requirements

(1) For the purposes of subsections 174-5(1) and 238-10(1) of the Act, where the Act requires or permits a notice, or other document, to be given by a student to a higher education provider and that information is given by way of facsimile, email, web-based communication or any other form of electronic communications specified by the provider, the information system used for providing that information must be: (a) accessible by students; (b) secure, so that a student’s information can be accessed only by persons authorised by the higher education provider; (c) able to store the notice, document or information so that it is readily accessible by the student and can be made available for subsequent reference; (d) accessible in respect of requests for Commonwealth assistance where, in the case of a student submitting an electronic request for Commonwealth assistance: (i) the student must use a unique identifier to identify himself or herself and to indicate his or her approval of the conditions and requirements outlined in the request for Commonwealth assistance; and (ii) the system must automatically generate a date field on the request; and (e) able to generate a printable receipt for the student. (2) For the purposes of paragraph (1)(a), an information system is accessible by students if the higher education provider has: (a) informed students, through a direct communication to students or through the higher education provider’s publications, that the communication in question will occur by electronic means using the information system; and (b) given the students the authority to use the information system. (3) Where the Act requires or permits a notice, or other document, to be given by a higher education provider to a student and that information is given by way of facsimile, email, web-based communication or any other form of electronic communications specified by the provider, the information must be given in accordance with the following requirements: (a) the students are informed, through a direct communication to students or through the provider’s publications, that the communication in question will occur by electronic means; (b) the students are given authority to use an information system for generating, sending, receiving, storing or otherwise processing the electronic communication; and (c) the information system stores the notice, document or information sent to the student so that it is readily accessible by the student and can be made available for subsequent reference and printing by the student.