Society of Cardiopulmonary Technology (NZ) Inc.

1. This policy outlines policies and processes related to information kept on file regarding student enrolments and academic studies, and access to such information.

2. The Head of Education has accountability, reporting to the SCT council, for meeting the requirements of this policy. The Quality Manager has responsibility for ensuring sufficient processes and procedures are in place to meet the requirements of this policy, supported by the Head of Education, and by other staff as required.

3. The policy relates to both documents and database information.

4. All information about student enrolments will be password protected on jotforms, while the academic records with the organisation will be held on the SCT Online Learning Platform, with processes for data protection in place including being accessible by only specific personnel including password protection.

5. Where hardcopy documents are required to be kept, equivalent processes for data protection will be put in place.

6. All such information is treated confidentially, and is accessible only to authorised staff who require access for specific and relevant needs associated with enrolment and academic progress.

7. The organisation is required to report certain information to government agencies to fulfil legislative requirements. This will be communicated to students, including identifying which information will be shared, during enrolment, and relevant permission requested regarding the disclosure of any other information.

8. If SCT becomes aware of a privacy breach that it believes has caused (or is likely to cause) serious harm, it will need to notify the Office of the Privacy Commissioner and affected individuals as soon as possible. (Privacy Act 2020) In the event of a privacy breach SCT will refer to the Privacy Commissioner (https://www.privacy.org.nz/responsibilities/privacy-breaches/)

9. A student may request in writing, to have any of the information held on their student file, amended, or corrected. Where the organisation cannot support such an amendment, the written request will be included with any disclosed information (Privacy Act 2020).

10. Only information that is required for selection, enrolment, ongoing academic progress, or that is required to be held on file permanently or beyond the end of the course, will be kept on the student file.

11. A student may request a copy of all the information held on their student file, except for any information that is expressly exempt from this provision (such as confidential referee reports).

12. All enrolment and academic records will be stored in a manner that ensures they are easily recovered and printed from, and readily available on the organisation's electronic data storage system, including in backup for access in the event of closure, natural disaster or emergency.

13. Where possible, all paper-based formal academic records will be digitised and recorded in the Learning management system.

14. Any formal academic records that are kept in hard copy will be held in suitable containers and locations to ensure they are preserved and protected from damage (inc. through fire, flooding, chemicals, insects, rodents, dust etc.).

15. All data will be managed in-line with the following data management principles, which includes that data:

    1. Is owned by the organisation, not any individual or organisational unit

    2. Must be managed by the Head of Education who has overall responsibility for the accuracy, integrity, and security of the data

    3. Be simple to enter, be clearly defined and accurately document their subject, and be in a useful, usable form for both input and output

    4. Should only be collected for a specific purpose, which is documented

    5. Must be readily available to those with a legitimate business need

    6. Should be captured, validated, and processed in as automated a way as is possible

    7. Should be entered only once

    8. Must be recorded as accurately and completely as possible, by the most informed source, as close as possible to their point of creation, and in an electronic form at the earliest opportunity

    9. Should be recorded and managed over time in an auditable and traceable manner

    10. Collected at as minimal a cost as is possible

    11. All data storage is password protected and only limited personnel have access

    12. Must not be duplicated unless duplication is essential and has the approval of the relevant manager. In such cases, one source must be clearly identified as the master; there must be a robust process to keep the copies in step; and copies must not be modified (i.e., ensuring that the data in the source system is the same as that in other databases)

    13. The Head of Education oversees data management and any changes will be discussed with the Education Committee and SCT council to ensure strict change control, so that the various business and system implications of any change can be properly managed

    14. Should be defined consistently across the organisation

    15. Be accurately presented when used in any form

 

Enrolment Records

1. Accurate enrolment records will be kept up to date for each student. This includes:

   1. Full name and address of the student

   2. Contact details for the student

   3. The student's national student number (as applicable)

   4. Nationality and whether a domestic or international student (offshore only)

   5. The education or training in which the student is enrolled

   6. Employment and Clinical Educators details

   7. Emergency contact only to be used in a medical or mental health crisis

   8. Details of the student meeting the course entry requirements including, where applicable, scores for English language entry requirements

   9. Invoices and receipts for fees paid to the PTE and the dates of payment, with course fees, commissions, accommodation fees, living expenses, and other fees separately identified

2. These records will be kept for a minimum of two years after the completion of the education or training in which the student was enrolled.

3. Police check reports will be held on student file only for so long as is allowed by the New Zealand police vetting service.

 

Academic Records

1. The following academic records will be kept accurately and up to date for all students enrolled with the organisation:

   1. Records of individual student assessment and examination results, including the name of the student, date of achievement, the relevant grade. This information will be kept as a permanent record

   2. Any cross credits, credit transfers, and recognition of prior learning arrangements for individual students, and the evidential basis for them. This information will be kept as a permanent record

   3. Records of student attendance. This information will be kept at least for the duration of the student's enrolment

   4. Records of the achievement of awards or qualifications by the students. This information will be kept as a permanent record

2. Student assessment materials, or full copies of them, will be held on file for at least 12 months from the date that a student completes their programme.

3. As necessary, student's assessment results will be reported to their New Zealand Record of Achievement (NZRA).

 

Learning Management System

1. The organisation will use and maintain an electronic student data management system for recording data, including student enrolment and academic records.

2. Should the organisation move to a new electronic data management system then all student academic records will be transferred to the new system.

3. This system will be used in-line with the relevant privacy and data policies.

4. Assessment results will be recorded in the SCT Online Learning Platform according to the assessment and moderation policy

​

Author: Nicola Thompson

3rd August 2026