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Freedom of Information

Part II Compliance by Monash University

Statement Two:

Statement of Categories of Documents held

Departments within the central administration maintain most vital records relating to institutional policy and administration. The principal hardcopy records series are set out below:

  • Student files 1961  to current

  • Student record cards 1961 –1990

  • Administrative correspondence 1962 to current

  • Staff files 1962 to current.

Files within these record series are held and maintained in accord with best practice records management principles.  This includes regular archiving and disposal of records undertaken in accord with approved disposal schedules.

Major electronic database record series (including archived systems) are:

  • Monash archived accounting reporting systems (MARS) 1978 – 1999; (ARIES) 1983 – 1999.

  • Integrated human resources systems (ISIS) 1981 – 1999; (SAP) 2000 to current.

  • Monash University student information systems (MUSIS) 1982 – 2000; (CALLISTA) 2000 to current; and

  • Accounting and Funds Management Systems (SAP) 2000 to current .

Reports from these systems are not accessible on line by members of the public. 

University Council and Academic Board agendas and minutes, which are the most accessible records series reflecting policy and procedures, have long been available in near complete form in the Sir Louis Matheson Library, Clayton and may be consulted without notice during normal library hours (generally 9 am to 5.30 pm Monday to Friday during term). These and other principal university record series available are as follows:

  • University Council minutes 1961 – 2004

  • Academic Board minutes 1960 – 1996

  • Monash University Council Annual Reports 1961 to current

  • Annual Examination papers 1961 to current

  • Faculty Handbooks 1962 to current.

The university web site itself is also a rich source of information and contains a considerable range of material including:

  • University Council minutes 1990 to current

  • Academic Board minutes 1993 to current

  • Committee of Deans minutes 1991 to current (previous minutes in archives).

  • Senior Management Committee 2004 to current

In addition the university web site can be searched using the search engine for a wide range of information about the university and its archives. Areas of interest include teaching, research, policy information, course and unit information and a wide range of faculty and campus specific information.   For members of the public without access to the web, terminals at the State Library of Victoria or at any Monash campus library can be used to access the site.  

For access to the main web site go to Monash home page.

For a list of web sites within Monash University go to "A-Z of Monash Web Sites"