Overview of educational systems for staff, with manuals, faqs, contact details and more sorted by system. 

Educational systems for students

We have a separate list of systems for students.

  • Authorisation & code of conduct

    This section contains UT-wide policy information. If applicable, an authorisation form is available on the documentation page of the relevant system (see further below).

    • Authorisation procedure explained step by step

      In order to be able to use the institution systems, within the domain student and education, as an employee, it is necessary to submit an authorisation request. The procedure in use for this is described below.

      PROCEDURE AUTORISATION REQUEST

      The image below shows the request visually. Then the steps are explained.

      Step 1: Apply for authorisation

      Applications are available (if applicable) on the documentation page of the relevant system. See the list of applications below. By default, the team leaders of CES and within the faculties are permitted to request authorisations for employees. Employees do not request authorisation for themselves. There are different types of applications:

      1. Apply for system rights
      2. Change system permissions (when changing function)
      3. Extension system rights (in case of extension function)
      4. Revoke system rights

      For most systems, all these types of changes can be requested via the same form.

      Step 2: Check the request

      Business Information Management of the institutional systems within the domain of student and education (CES-IM) checks the received application. The following matters are being checked:

      • Is the application complete and clear
      • Are not too many authorizations (too much organizational units, faculties or profiles) requested in relation to the work to be performed?
      • The applicant is authorized to make such requests
      • In the event of changes, it is checked whether the old authorizations are still necessary (change or extension).

      This check is performed using standard authorization matrices. This shows, per system, which company roles are given which system rights. If in doubt or if in disagreement with the application, the applicant will be consulted.

      Step 3: Continue application request

      When CES-IM has approved the application, the application is entered in the appropriate application. All authorisations of the university are assessed and managed through this application. Why are we doing this? To make the work of the administrators easier, especially for the periodic inspection. And to comply with the GDPR guidelines.

      Step 4: Approval of application request

      The GDPR legislation and the UT authorisation policy prescribe that only authorisations may be granted after aproval of the manager of the employee concerned. Therefore, this manager is asked to approve the authorisation before it is granted.

      Step 5: Execute application request

      LISA application management implements the system authorisations and reports back to CES-IM.

      Step 6: Feedback to applicant

      Once the application has been processed, CES-IM will contact the applicant to inform that the application has been processed.

      code OF CONDUCT

      All employees authorised to use the institutional systems within the domain of student and education are expected to observe the code of conduct for using these systems.

  • Retention periods & data deletion

    This section provides more information on the use of retention periods and the deletion of data from the institution's student and education applications. 

    For administrative purposes, the University of Twente is obliged, to keep certain personal data for no longer than the required retention period. We do not retain data longer than necessary. In doing so, we take into account existing legal obligations and the purpose for which the data was requested and collected. Periodically, we check all personal data we use in our applications. The data is deleted or anonymised if the required retention period has expired.

    • Project progress

      A project is under way within the university from which retention periods are being determined for all student and educational institution applications. And there is an active procedure for destroying data after the expiry of the retention period. Not all systems have been addressed yet. For the systems listed below, the retention periods have been determined and the data will be destroyed.

      • Bigblue Button
      • Canvas
      • Contest
      • Eportfolio
      • Grasple
      • Remindo
      • OSIRIS (partially, work in progress)
      • Syllabus+, My Timetable, Webroom Booking
      • Simcheck
      • ...*

      *When the procedure for an application is completed and embedded in the line organisation, the application will be added to the overview above.

    The retention periods for the institution's student and education applications are based on the 'Universities and University Medical Centres Selection List 2020'. This selection list took effect on 1 January 2020 and is valid for a maximum of 20 years from its publication in the 'Staatscourant'. This selection list applies to all universities and university medical centres covered in full or in part by the Archives Act.

    For any questions, like:

    • I also manage data, for the purpose of teaching and/or education support processes (different system than mentioned above), what retention periods should I apply?
    • What is the background of retention periods used for data in the applications mentioned above?

    Please contact the LISA-ADM department via archive@utwente.nl or the contact form (Ask Archive | Service Portal | University of Twente (utwente.nl))

Sort by:ABCRelevance
All categories (0)

My favourites

About Favourites
Use the Bookmark this page button on Service Portal pages to add that page to the My Favourites section. To add web applications, use the star icon in the webapplication list. To add pages outside the Service Portal, use the Add custom bookmark button above. Add your favourite apps to your bookmarks by using the favourite button.

The My Organisation section shows mandatory bookmarks for your your main unit.

Please wait a moment...