Amending inaccurate information
If your personal or health information held by UTS is inaccurate, incomplete, out-of-date or misleading, you can request that the information be amended.
Staff and students can amend some of their information directly, through online staff and student systems.
An amendment request is required for information that you cannot access directly.
UTS will amend inaccurate information where possible, only where the information has been proved to be inaccurate. If the change cannot be made for any reason, a note will be added to the information to document your request and the decision.
This process cannot be used to amend the outcomes of UTS decision-making processes that may relate to an individual.
Direct access to amend your information
As a current student you can access and amend some personal information in My Student Admin. You are responsible for keeping your personal details up to date in My Student Admin.
Past students or individuals who have applied but not enrolled will not have access to a My Student Admin account to amend personal information. To amend inaccurate information held about you, contact Student Records in the Student Administration Unit. If the information is held by the UTS Alumni Office, contact that Office.
To request an amendment to other personal information held in the UTS student system or on your student file, contact Student Records in the Student Administration Unit.
To request an amendment to any other information held about you by other areas of UTS, make your request to the relevant area that holds the information
If you are a current staff member, you can access and amend some personal information in NEO Finance and HR System. You are responsible for keeping your contact and bank account details up to date.
Past staff members, including contractors, will not have access to the NEO system. To amend inaccurate staff information held about you, contact Staff Services in the Human Resources Unit.
To request amendment to other personal information held in NEO or on your HR personnel file, contact Staff Services in the Human Resources Unit.
To request an amendment to personal information held about you by other areas of UTS, make your request to the relevant area that holds the information.
To request an amendment to information about you, make your request to the relevant area that holds the information.
For assistance with requesting amendments
The UTS Privacy Officer can assist you in identifying the relevant UTS area to contact to make your request for amendment.
Formal requests to amend your information
If your initial request to amend your personal information has been denied, or you cannot access your information directly to amend it yourself, you can make a formal application by putting your request in writing to the area concerned.
Your formal amendment request should include the following:
- details of the information you are requesting be amended and supporting evidence
- proof of your identity
- a statement that you are applying for an amendment under privacy legislation. It is not necessary to know and refer to the relevant privacy Acts.
Providing evidence of required changes
You may be required to provide supporting documents as evidence of the changes you are requesting to your information. This requirement will depend on the information in question. Original documents should never be provided, unless requesting a change in person where the documents are being used to sight the information and where a certified copy can be made by UTS at that time. If evidence is required, you may be asked to provide certified copies of original documents instead. See providing certified documents.
Amendment requests that have been denied
If your formal application to amend inaccurate information has been refused, your options may include the following.
Consultation with the UTS Privacy Officer
The UTS Privacy Officer can liaise with the relevant area on your behalf. This will depend on the nature of the amendments you are requesting and whether the information can be amended.
Application for an Internal Review
If, after informal and formal requests and consultation with the UTS Privacy Officer, you are not satisfied with the outcome of your request, you can apply for an Internal Review of the decision to deny your requested amendment under the following Act(s):
- Privacy and Personal Information Protection Act 1998 (NSW) if you requested an amendment to your personal information, or
- Health Records and Information Privacy Act 2002 (NSW) if you requested an amendment to your health information.
For further information about your options when your amendment request has been denied, contact the UTS Privacy Officer.
Note: In this section on privacy at UTS, the term ‘personal information’ refers to both personal and health information, unless specified otherwise. Both terms are explained in definitions of personal and health information.