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(1) The University recognises that effective student communication benefits both the student and the University and is critical to achieving individual goals as well as University objectives. Engaging with students as partners in a proactive and appropriate manner fosters an informed student body, capable of making decisions that contribute to a fulfilling student experience, and leads to successful progression throughout the course. (2) Effective communication supports the strategic goals of the University and contributes to an enriching and successful experience, in which students feel informed, engaged and respected. When ineffective, it has the potential to confuse, frustrate and mislead, which may result in disengagement and errors. (3) The University acknowledges the right of students to expect timely, accurate and meaningful information affecting all aspects of student life and where practicable, delivered using their preferred channel. The University also respects the rights of students to choose which information they wish to receive, with the exception of official university correspondence. (4) La Trobe employs a variety of methods, including but not limited to email, web, LMS, SMS and social media, to convey information to students related to their course, administration, services and support, co-curricular activities, marketing, surveys and security. (5) This Procedure sets out the conditions under which the University community will communicate with current students. This Procedure applies to all communications to current students by any member of the university community. (6) Given its importance to La Trobe University’s overall strategy, La Trobe requires that all staff and students are familiar with and adhere to this Procedure in order to avert problems that may arise from engagement with students, and specifically to reduce information overload. (8) The University is committed to student-centric, accurate, timely and channel appropriate communications with current students, recognising that effective communications engage students as partners in the educational experience, and contribute to a fulfilling student experience and successful progression. (9) All current student communications should comply with University branding and be: (10) Official university correspondence is delivered by email as outlined in the Electronic Mail (Email) for Official Correspondence with Students Policy. (11) Student Communications will: (14) The University communicates with students using a variety of methods and merging technologies, and it is incumbent on all staff to know which delivery method is best fit for purpose, including but not limited to the following: (15) Where a federal or state law or policy or regulation of the University prescribes the manner in which certain correspondence must be sent, such prescription is to take precedence over the provisions of these procedures. (16) The nature of student communications is varied: (17) Director, Student Experience or the representative body will provide advice and support and monitor so that business units can achieve objectives within the effective student communications framework. (18) The University is committed to compliance with standards established by Public Records Office of Victoria (PROV) and the Australian Standard for Records Management, ASISO 15489-2002. (19) In order to ensure legislatively compliant recordkeeping practices are followed by all staff, the University has a framework for the creation and management of records within the University. Staff and business units involved in communicating with students are responsible for complying with the University’s Records Management Policy. (20) For the purpose of this Policy and Procedure:Current Students Communications Policy
Section 1 - Background and Purpose
Section 2 - Scope
Top of PageSection 3 - Policy Statement
Section 4 - Procedures
Part A - Student Communications Responsibilities
Part B - Staff Responsibilities
Part C - Student Responsibilities
Part D - Channel Appropriateness
Part E - Nature of Communications
Part F - Channel and Responsibility Matrix
- Primarily email and posts generated through the LMS
- Web for general information
- Appropriate mix of channels as advised by Student Communications
- Primarily email and posts generated through the LMS
- Web for general information
- Appropriate mix of channels as advised by Student Communications
- School staff
- weekly student blog*
- blast emails*
To individual students:
- email
- hard copy mail
- SMS if requested by the student
- Unit-specific system
- Academic and professional staff
- Events calendar*
- La Trobe University Facebook*
- Twitter
- Unit-specific system
- Appropriate mix of channels as advised by Student Communications
- Events calendar*
- La Trobe University Facebook*
- Twitter
- Unit-specific system
- Appropriate mix of channels as advised by Student Communications
- Appropriate mix of channels as advised by Student Communications
** Must submit for approval for surveys in accordance with the Surveys Policy.Part G - Records Management
Section 5 - Definitions