The University as a public authority
As the University is an authority governed by the state, there are a number of laws and regulations, such as the Higher Education Act and Higher Education Ordinance, which regulate its activities. The University is also subject to the principle of public access to official documents, which means that the public and the media have the right to transparency with regard to our activities.
Principle of public access to official documents
As an authority, the University is subject to the principle of public access to official documents, which means that the public and mass media have the right to transparency with regard to the University’s activities.
Part of the principle; document transparency, essentially means that everyone – Swedish citizens and people of other nationalities alike – have the right to read the documents kept by the authorities. The main rule is thus that official documents are accessible to the public. In order for a document to be declared confidential, there must be support for this in the Public Access to Information and Secrecy Act. It is primarily certain decisions concerning individuals which can be subject to confidentiality.
Documents regarded as being in the domain of the general public with open access
- information in the study documentation system Ladok
- the results of examinations
- written tests / examinations or approved grades
- previous examination questions
- reports, essays etc or approved grades
Access to official documents can be requested
Anyone can request to see official documents for a fee in accordance with the Fees Ordinance. This also applies to written exam results. Exam results can be disclosed once the grade has been established and registered in Ladok. If a student requests a review of their grade, the exam result will be kept for two years. The University has its own document concerning the handling of official documents and registration.
Personal Data Processing
We have compiled how the University processes the personal data of students' so that you easily can find out how it affects you.
Processing of data for all students
- Application and admission
- Purpose and processing: scrutiny of your application and selection for admission.
- Type of data: name, personal identity number, contact information, grades and merits.
- IT systems: Student Ladok, (data from universityadmissions.se). MoveOn for exchange students.
- Time for erasure: Retained.
- Student account
- Purpose and processing: for you to use University IT resources, and for the University to identify you in different IT systems.
- Type of data: name, personal identity number, contact information.
- IT system: accounts database.
- Time for erasure: 4 years after latest course registration.
- Email etc. (Office 365)
- Processing: automatically generated account for email.
- Type of data: name and generated email address.
- IT system: Office365
- Time for erasure: 4 years after latest course registration.
- Access card
- Processing: to give you access to premises, based on the courses you take.
- Type of data: name, personal identity number, contact information, course registration and photo.
- IT system: University access system.
- Time for erasure: 2 years after the latest course registration.
- Library support (books, journals etc.)
- Processing: loan administration.
- Type of data: Personal identity number, access card, contact information, loans, reservations and purchase requests.
- IT system: ExLibris Alma
- Time for erasure: 5 years after latest activity.
- Processing: loan administration.
- Class lists and group lists
- Processing: making it possible for teachers to see lists of classes and student groups.
- Type of data: name, personal identity number, email and photo.
- IT system: class lists.
- Time for erasure: No retention.
- Teaching
- Processing: submitting, assessment, feedback, basis for results management.
- Type of data: name, national registration number, contact information and content in each moment.
- IT systems: learning platform Blackboard and course specific IT systems.
- Time for erasure: Retained.
- Exam registration
- Processing: exam administration.
- Type of data: name, personal identity number, contact information
- IT system: Student Ladok.
- Time for erasure: Retained.
- Results administration
- Processing: reporting of results (grades).
- Type of data: results.
- IT system: Student Ladok.
- Time for erasure: Retained.
- Course evaluation tool
- Processing: compilation of evaluations on a group level.
- Type of data: email for distribution of the form, submitted forms.
- IT system: course evaluation tool.
- Time for erasure: 2 years after the result has been compiled.
- The Student Union
- Processing: distribution of information and list of members.
- Type of data: name, national registration number and contact information.
- IT system: The Student Union's register.
- The Student Healthcare Centre
- Processing: list of all students, medical records for the student contacts which are regulated by the healthcare law (hälso- och sjukvårdslagen, SFS 2017:30)
- Type of data: name, personal identity number, contact information and medical records.
- IT system: Prorenata.
- Time for erasure: Medical records are retained, other records are erased after 2 years.
Processing of data for some students
- Graduation project/thesis
- Processing: publishing of approved thesis (graduation project).
- Type of data: thesis and name.
- IT system: DiVA.
- Time for erasure: Retained.
- Degree certificate/course certificate
- Processing: assessment of your application.
- Type of data: name, personal identity number and study results.
- IT systems: Student Ladok, archive.
- Time for erasure: Retained.
- Helpdesk
- Processing: processing of your cases regarding IT, library, study administration etc.
- Type of data: name, personal identity number, contact information and your case.
- IT system: Helpdesk.
- Time for erasure: Retained.
- Streamed lectures
- Processing: Attending online lectures.
- Type of data: Name/username and what is displayed from the camera.
- IT-systems: Zoom och Blackboard collaborate.
- Time for erasure: 2 years after the course has finished.
- Study counselling
- Processing: comparison of study records etc., as requested.
- Type of data: name, personal identity number, contact information and study records.
- IT system: data is collected from other IT systems, i.e. universityadmissions.se and Student Ladok.
- Registrations for events and activities
- Processing: administration of participation.
- Type of data: what each event requires for registration.
- IT system: Sitevision/hh.se.
- Time for erasure: Erased at the latest one year after the event.
- Deferment, leave of absence or interruption of studies
- Processing: administration of the alteration you apply for.
- Type of data: name, personal identity number, contact information and your application.
- IT system: Student Ladok and the University registry.
- Time for erasure: Retained.
- Credit transfer
- Processing: administration of application of credit transfer
- Type of data: name, personal identity number, contact information and application of credit transfer.
- IT system: Student Ladok, the University registry and archive.
- Time for erasure: Retained.
- Learning support
- Processing: assessment of application for learning support.
- Type of data: name, personal identity number, contact information and certificate from an expert, such as a doctor or speech therapist, certifying that you have a disability.
- IT system: Nais.
- Time for erasure: Retained.
- Disciplinary actions (i.e. cheating)
- Processing: administration of report of offence.
- Type of data: name, personal identity number, contact information and offence.
- IT systems: the University registry and Student Ladok.
- Time for erasure: Retained.
- Identity control
- Processing: ID card controls for secure identification
- Type of data: Data from ID card/passport.
- IT-system: 365id.
- Time for erasure: No retention.
