Statement Two

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. Key records include:

  • Student records 1922 to current.
  • Central administrative records 1922 to current.
  • Staff records 1922 to current.
  • Graduate records 1922 to current (1963-2010 available online at https://graduate-search.monash.edu/)

Files records are held and maintained in accordance with Public Records Office Victoria (PROV) standards and archiving and disposal of records is regularly undertaken in accordance with PROV retention and disposal authorities.

Major business systems containing records include:

  • Monash archived accounting reporting systems (MARS) 1978 – 1999; (ARIES) 1983 – 1999.
  • Integrated human resources systems (ISIS) 1981 – 1999
  • Monash University student information systems (MUSIS) 1982 – 2000
  • SAP (manages business operations and human resources at Monash).
  • Business Intelligence (system used for gathering, storing, analysing, and providing access to information on research and education)
  • CALLISTA (manages student information)
  • Salesforce/UniCRM (manages student enquiries and client relationships)
  • MyResearch/Pure (manages information about grants, contracts, research outputs and ethics applications)
  • Micro Focus Content Manager (manages and provides governance for electronic records (and historical hard copy documents))
  • CourseLoop (manages all Monash curriculum data including coursework and graduate research courses, areas of study and units)
  • Coupa (manages the purchase goods and services from Monash's community of suppliers.)
  • Blackboard Transact (a transaction system application that records M-Pass ID card information and transaction details for student, staff, guest and Library member M-Pass accounts).
  • Moodle (Course management system)

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

University Council and Academic Board agendas and minutes, which are the most accessible records series reflecting policy and procedures, are available in near complete form in the University Archives and 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). The records available are as follows:

  • University Council minutes 1961 – 2004.
  • Academic Board minutes 1960 – 1996.
  • Monash University Council Annual Reports 1961 to current.
  • Faculty Handbooks 1962 to current (some may be held offsite).

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

To explore digital resources available at Monash University, visit the Database search page.  A-Z of Monash Web Sites