For teaching staff and supervisors

Learn about what you have to be aware of regarding the generel data protection regulation (GDPR) as a teacher and/or supervisor. 


Processing of personal data

You can use this Email text when a student writes to you from his or her private email address.

 

Please resend your email to us from your AU mail (xxxx@post.au.dk). In order that we can identify you and ensure that we send the answer to the correct recipient, you must use your AU email when you communicate with Aarhus University.

Personal data and IT systems

  • Aarhus University has entered into data processing agreements with Brightspace, the Digital Exams system, WISEflow, Syllabus, SurveyXact, BLUE and STADS. This means that you are on safe ground when working with personal data within these systems.
  • If you choose to export personal data from these systems, e.g. if you print a list of the names of the students on a specific course or send personal data from the system via email, please note that it is your responsibility to handle this personal data in accordance with the applicable rules. Read about processing and storing of personal data.  
  • If you use other IT systems than the ones mentioned above to exchange personal data with third parties, you must make sure that a data processing agreement has been concluded. Read more about data processing agreements.

Assessments

  • You must comply with the personal data regulations in connection with all teaching-related activities, including assessment of exam assignments.
  • Notes in connection with assessments of exam assignments  must be retained securely at least 1 year or longer until a possible complaint case is finished. 

Supervising students

Processing personal data in assignments and projects

It is the responsibility of the individual student to comply with the personal data regulations, e.g. in connection with project assignments and theses containing personal data. 

More information will be available soon.

Communication with students

You must communicate with your students via the students’ AU mail or the approved IT systems Brightspace, Digital Exams system, WISEflow, Syllabus and STADS provided by AU.

You can use this Email text when a student writes to you from his or her private email addres

 

Please resend your email to us from your AU mail (xxxx@post.au.dk). In order that we can identify you and ensure that we send the answer to the correct recipient, you must use your AU email when you communicate with Aarhus University.

Useful links

 

Use of third-party learning technologies

 

If you use third-party learning technologies in your teaching, and personal data is exchanged with the service in question, you must make sure that there is a data processing agreement in place between the supplier and AU.

On this page, you will soon be able to find a list of third-party learning technologies for which a data processing agreement has been established.  

If you have any questions concerning third-party learning technologies, please contact Head of Edu-IT Anders Hyldig at ahyldig@au.dk.

Other storage

Emails from the Studies Administration must be treated in the same way as all other emails. The Studies Administration will ensure that the necessary documents are filed.  

Exam assignments are protected by copyright and belong to the relevant student. For example, as a general rule these assignments may not be used freely by teaching staff for teaching purposes. 

Teaching staff are not obliged to retain these assignments, and the assignments should not be saved in AU’s email and calendar system. The Studies Administration is responsible for retaining exam assignments.  

Exam assignments submitted electronically in one of AU’s systems, such as the Digital Exams system, are subject to a data processing agreement.  

Student lists, etc. with personal data can be stored on an AU network drive, such as the O drive, for as long as necessary. Read more about storing personal data.

Online student course on data protection and GDPR

AU course on data protection (GDPR) is an online course for students on data protection with a special focus on GDPR. Teaching staff can use the course as a resource in their teaching, e.g. as an out-of-class activity or as an integrated element in-class.  

Get access to the course

The course (GDPR) is a part of AU's digital strategy and aims at promoting all students' digital competencies through knowledge of data protection and instruction in how the students can navigate their way through their study programmes in a data responsible manner.

The course introduces students to the rules for the protection of personal data and the general guidelines for data protection at Aarhus University.

The course is a module-based online course, with four basic modules: Ethics and Digitization, GDPR, Data Processing and Security and Equipment at AU. The modules consist of reading material, illustrations, short films, activities and quizzes.

Once all the basic modules have been completed, there is a final quiz, which tests the student's knowledge. If at least 80% correct answers are obtained, the student can generate a certificate showing that the course has been completed satisfactorily.

The course has been designed at the Centre for Educational Development at Aarhus University (CED) in collaboration with representatives from AU's faculties, AU Student Administration and Services and AU's Data Protection Unit.