Educational systems

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.

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.