Court Notices, Subpoenas and other third-party requests for staff or student information

Considerations before issuing a court notice, subpoena or other third-party requests for staff or student information

Informal requests for general information regarding CIT and its educational services that are not specific to a CIT student or staff member

Informal requests for general CIT information that are not specific to a CIT student or staff member should be made via infoline@cit.edu.au

Freedom of Information applications

Information regarding formal Freedom of Information applications made under the Freedom of Information Act 2016 is available at: https//cit.edu.au/about/freedom_of_information

Information held by CIT and retention periods

Prior to issuing a court notice, subpoena or other request for staff or student information, please consider the information provided below which indicates how long each type of information is retained by CIT and whether or not CIT still holds the information you are seeking.

Type of student information collected and held by CIT	Minimum number of years retained by CIT
Enrolment Records	7 years from last action 30 years from last action for Apprenticeships
Assessments	2 years from last action
Academic Results	30 years from last action
Attendance Records	7 years from last action 30 years from last action for Apprenticeships
Communications and memoranda	7 years from last action
Course details	No end date for retention
Counselling records	(over 18 years of age) 50 years from date of birth or 7 years from last action (under 18 years of age) 75 years from date of birth or 7 years from last action
Student Grievance	25 years after date of birth or 7 years after last action whichever is later

Type of staff information collected and held by CIT

Minimum number of years retained by CIT

Staff employment files

Staff Grievance

Staff compensation files

75 years after last action

7 years after last action

75 years after last action

Communications and memoranda

7 years after last action

Issuing of court notices, subpoenas and other third-party requests for staff or student information

Subpoenas

If issuing a subpoena, summons or notice for non-party production (collectively 'subpoena') to the CIT, the following arrangements have been adopted to enable staff to respond efficiently and effectively.

Other third-party requests for staff or student information

Legal practitioners who are requesting CIT to provide staff or student information without a subpoena on their client's behalf should ensure that a signed written authority is supplied with their written request that authorises CIT to release the requested information to them.

Timeframe for compliance

Please allow at least 14 days before the date required for production to enable staff to search for and locate any documents that match the description in the subpoena or third-party request for information and process the request.

Schedule

Please make the description of documents to be produced as specific as possible. This will ensure that the issuing party receives the documents required for the proceedings, without unnecessarily burdening CIT by having to search for documents that are not required but are covered by an excessively general scope.

This includes supplying the following, where available:

Details about any person who is the subject of the subpoena, such as a date of birth or student/employee number;
The type of documents required;
The period for which documents are required; and
Any specific areas of CIT from which documents are sought.

For example, an appropriate scope might be 'only academic award documents held by CIT relating to Mr Smith; date of birth 01/01/1901 that relate to his training as a Shearer that were issued by CIT between 1980 - 1990', rather than an overly broad scope such as 'all academic and administrative documents held by CIT relating to Mr Smith' which may result in the search and provision of many hundreds or even thousands of documents by CIT.

Address for Service

Documents should be addressed to "The Proper Officer" and delivered:

By Email (preferred method):

CITOfficeoftheChiefExecutive@cit.edu.au

By mail to:

Canberra Institute of Technology
Chief Executive's Office
GPO Box 826
Canberra ACT 2601

In person to:

Canberra Institute of Technology
Chief Executive's Office
Level 1, E Block Reid Campus
37 Constitution Ave Reid
Canberra ACT 2612

https://cit.edu.au/about/locations/reid

If you have any questions regarding these requirements, please contact the Manager Governance, CIT Corporate Services on (02) 6207 0751.