Bulletin Board - Document Comments

Bulletin Board - Review and Comment

Step 1 of 3: Comment on Document

There are 3 steps in the submission process. You must complete all three steps in one session, otherwise your comments will be lost.

1. Use this Protected Document icon to open a comment box.

2. Type your feedback and then click the"Save Comment" button in the lower-right of the comment box.

3. Do not open more than one comment box at the same time.

4. When you have finished making comments, go to step 2 by clicking on the “Save and Continue” button at the very bottom of this page.

Important Information

During the comment process you are connected to a database. Like internet banking, the session that connects you to the database may time-out due to inactivity or if you close your browser or go to a different tab/window and try to come back.

To ensure that your comments are received:

  1. DO NOT jump between web pages/applications while logging comments.

  2. DO NOT log comments for more than one document at a time.

  3. DO NOT leave your submission unfinished. If you need to take a break, submit your current set of comments now and return later to make a further submission. You will receive a copy of your comments so that you can see what you have already said.

  4. DO NOT exit from the interface until you have completed all three steps of the submission process.  Simply saving a comment in the comment box does not mean it is submitted and if you exit the system, you will not be able to retrieve it later.

When you finalise your submission in step 3 your comments will be emailed to the Document Author with a copy to you, and to policy@mq.edu.au for record keeping purposes.

Workplace Surveillance Policy

Section 1 - Purpose

(1) This Policy establishes the types of Workplace Surveillance that may be undertaken at Macquarie University (the University) and how such surveillance may be undertaken. 

Background

(2) This Policy is intended to meet the requirements of the Workplace Surveillance Act 2005. Publication of this Policy constitutes written notice to all Workers regarding workplace surveillance undertaken by the University.

Scope

(3) This Policy applies to all Workers of the University at work.

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Section 2 - Policy

Part A - Notification

(4) The University may, to the extent permitted by law, conduct Camera, Computer, and/or Tracking Surveillance of Workers while at work.

(5) From the commencement of a Worker’s employment or engagement, and on an intermittent and/or continuous, ongoing basis, the University may conduct Surveillance by:

  1. accessing, monitoring, logging and recording any communication or information developed, used, received, stored or transmitted by a Worker using the University’s IT Systems (either at the University or at any other place and including a Worker’s private use of the University’s IT Systems);
  2. installing filtering systems in the University’s IT Systems which restrict the inward and outward flow of certain types of material, including emails and viruses, with the result that some email traffic may be blocked;
  3. conducting Camera Surveillance of Workers at work for the purpose of IT and security risk management; and
  4. conducting Tracking Surveillance by means of an electronic device, the primary purpose of which is to monitor or record geographical location or movement (such as a Global Positioning System tracking device).

(6) Any such Surveillance will be in accordance with the provisions of the Workplace Surveillance Act 2005.  

(7) There are also privacy and other protections in place to ensure that the University must not disclose personal information relating to an individual’s ethnic or racial origin, political opinions, religious or philosophical beliefs, trade union membership or sexual activities unless the disclosure is necessary to prevent a serious and imminent threat to the life or health of the individual concerned or another person.

Part B - Additional Restrictions on Camera Surveillance and Tracking

(8) Except where permitted by law, any workplace surveillance of an employee must not commence without prior notice. Cameras will be visible and a sign notifying Workers that they may be under surveillance will be visible in the areas in which cameras operate. Any Camera Surveillance will be conducted in accordance with the Workplace Surveillance Act 2005.

Part C - Use and Disclosure of Surveillance Records

(9) The University may use or disclose any Surveillance Record where it has a reasonable basis to do so to the extent permitted by law. For example, the following will constitute a reasonable basis to use or disclose a Surveillance Record, but does not constitute an exhaustive list:

  1. ensuring security (including protecting networks or data stored on University IT Systems, protecting the integrity of University IT Systems);
  2. using or disclosing a Surveillance Record in relation to a legitimate purpose related to the employment or engagement of a Worker or the business activities or functions of the University;
  3. disclosure to a member or officer of a law enforcement agency (e.g. Police Force) or SafeWork NSW for use in connection with the detection, investigation or prosecution of an offence;
  4. for a purpose that is directly or indirectly related to the taking of civil or criminal proceedings;
  5. where it is reasonably believed to be necessary to avert an imminent threat of serious violence or of substantial damage to property; or
  6. any other reason that meets the requirements of section 18 of the Workplace Surveillance Act 2005

(10) Unless the above thresholds have been met and the employee has been appropriately notified about the surveillance, surveillance records cannot be disclosed.

(11) The Information Classification and Handling Procedure set out the requirements around accessing a Surveillance Record.

Part D - Covert Surveillance

(12) The University must not carry out or cause to be carried out, covert surveillance of an employee while the employee is at work, unless the surveillance is authorised by a covert surveillance authority.

(13) A covert surveillance authority that is issued to the University authorises the covert surveillance generally of any employees while at work but only for the purpose of establishing whether or not one or more particular employees are involved in any unlawful conduct. 

(14) A covert surveillance authority does not authorise the carrying out, or causing to be carried out, of covert surveillance of any employee:

  1. for the purpose of monitoring the employee’s work performance; or
  2. in any change room, toilet facility or shower or other bathing facility.
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Section 3 - Procedures

(15) Nil.

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Section 4 - Guidelines

(16) Nil.

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Section 5 - Definitions

(17) Commonly defined terms are located in the University Glossary. The following definitions apply for the purpose of this Policy:

  1. At work means when a Worker is:
    1. at a workplace of the University (or any controlled entity of the University), whether or not the Worker is actually performing work at the time, or
    2. at any other place while performing work for the University (including if the Worker is working from home).
  2. Worker means any staff member of the University, including officers and employees, any contractor of the University, including any person working for a contractor, any appointees to conjoint, adjunct, emeritus, honorary, clinical and visiting academic positions at the University and volunteers.
  3. Surveillance of a Worker means surveillance by any of the following means:
    1. Camera Surveillance by means of a camera that monitors or records visual images of activities on premises or in any other place;
    2. Computer Surveillance by means of software or other equipment that monitors or records the information input or output, or other use, of a computer (including, but not limited to, the sending and receipt of emails and the accessing of Internet websites or networks);
    3. Tracking Surveillance by means of an electronic device, the primary purpose of which is to monitor or record geographical location or movement (such as a Global Positioning System tracking device).
  4. Surveillance Record means a record or report of information obtained, recorded, monitored or observed as a consequence of Surveillance.
  5. Types of Surveillance:
    1. Overt – used as part of a security or IT risk management program
    2. Covert – used to capture unlawful activity
  6. University IT Systems includes all electronic data, hardware, software, networks, emails and other systems owned, controlled or licenced by the University, including all Information Technology Resources as defined by the Acceptable Use of IT Resources Policy.
  7. Workplace means premises, or any other place, where Workers work, or any part of such premises or place.