(1) The purpose of this policy is to ensure that the University complies with the requirements of the Workplace Surveillance Act 2005. The Policy does not provide for, or signal any changes, to the practices of the University. However, the Act requires that employees be formally notified of any actions by the University that would fall within the definitions of surveillance. (2) The Act deals with surveillance of employees by means of cameras, computers or tracking devices and requires that employees are notified as to the nature of that surveillance. The notice provided to staff must indicate: (3) Any surveillance type activity that is undertaken by the University must be in accordance with the Act and specifically the notice provided to employees. Any surveillance outside the parameters of the notice is considered to be covert surveillance and must be authorised by a Magistrate. (4) Under the Workplace Surveillance Act 2005, surveillance of an employee means surveillance of an employee by any of the following means: (5) The University is committed to meeting its statutory obligations under the Workplace Surveillance Act 2005 and this Policy in conjunction with the IT Acceptable Use of Resources Policy represents the formal notification to employees about activities of the University that fall within the statutory definitions of surveillance. (6) The Procedure Section (Section 4) to this policy details instances of activity by the University that are covered by the surveillance provisions, being: camera surveillance; computer surveillance; and tracking surveillance. (7) The University will also comply with the legal requirements of the Act where surveillance is prohibited. These are contained in Part 3 of the Act (sections 15 to 18) and cover: (8) This Policy will be emailed to all employees and posted to employees who do not have email accounts. It will be published on the University’s Policy DDS web site. (9) The Policy will be provided by the Office of People and Culture to all new staff prior to their undertaking employment with the University. (10) The University operates security cameras on all of its campuses both within and without buildings. This is for the purpose of ensuring the safety and security of staff, students, visitors and the University’s premises and facilities. Cameras are not used for the surveillance of any persons but camera footage may be accessed and used as evidence where an act (e.g. assault of a person, damage to facilities) has occurred that warrants investigation by the University. Such records may also be required by law to be provided to other parties such as a Court or to the Police. (11) Notices that the University’s campuses are monitored by cameras are located at each of the entrances to the University’s campuses. Security cameras are located in and around facilities requiring security monitoring for the safety or security and individuals or property and are not disguised or secreted. (12) Security cameras are in place as at the date of approval and promulgation of this policy. Camera security monitoring is continuous and ongoing. (13) Cameras in mobile telephones supplied by the University are not to be used to record images of any persons without their knowledge or consent. (14) Use of the University’s computers and associated systems is governed by the IT Acceptable Use of Resources Policy. (15) That policy prescribes the conditions under which employee access is provided to the University’s Information Technology facilities and systems. The policy also covers student users. (16) In accordance with that policy, the Director, Information Technology, authorised staff of the Information Technology Services, or other authorised personnel may access University computers, computer logs and other system records, databases and backups to ensure the security, confidentiality, availability and integrity of University IT systems. (17) From time to time the University may investigate alleged breaches of the law or University policies by staff using its IT systems and facilities and this can involve accessing the staff member’s computer and electronic records. For staff, such investigations may involve misconduct or serious misconduct and are managed in accordance with the provisions of the relevant employment agreement. (18) The University monitors staff use of University computers and IT systems in the following areas: (19) Computer surveillance is intermittent but ongoing and is in place as at the date of approval and promulgation of this policy. (20) Email of staff members is not routinely read or monitored. However, emails are records of the University and should be managed accordingly and will be accessible in that context. An email may also be the subject of an application under right to information (Government Information [Public Access] Act 2009 [GIPA]) or privacy legislation. (21) The University may access and monitor staff use of the University email and internet systems in the following ways: (22) Specific provisions related to access to email messages held on the University’s servers are contained in the Email Policy. (23) Email and Internet surveillance is intermittent but ongoing and is in place as at the date of approval and promulgation of this policy. (24) The University currently does not operate any tracking devices of the kind provided for in the legislation. Should the University in the future utilise any tracking devices (such as Global Positioning System tracking devices) for its equipment staff will receive formal notification and this policy will be updated. The purpose of such tracking devices would be to maintain safety and security and not to monitor the location of staff. (25) Nil.Workplace Surveillance Policy
Section 1 - Purpose and Context
Section 2 - Definitions
Top of PageSection 3 - Policy Statement
Top of PageSection 4 - Procedures
Part A - Camera Surveillance
Security Cameras
Mobile Telephone Cameras
Part B - Computer Surveillance
General Use of UWS Information Technology Systems and Facilities
Email and Internet
Part C - Tracking Surveillance
Section 5 - Guidelines
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