Data and Account Management including archiving and deletion of content and backup policies

The following page outlines data and account management procedures for all of City's supported educational technologies.

Where possible we have tried to include information about archival and backup policies/processes.


Lecture Capture (Echo360)

File Management and Retention Overview

Echo360 delete Lecture Capture recordings that are two years or older on 1st June each year. Please refer to the Lecture Capture Retention Process for further information.


 Retention of assessment data

If the system is used for recording of assessed work e.g. presentations and requirements state the recordings should be retained for a period longer than current plus 1 past year, staff are advised to take backups by downloading recordings ahead of 1st June each year. 

 User Management

Current staff are periodically added to the Echo system as users with the role of 'Academic Staff' and should login via their City username, authenticated via the University's LDAP system. When staff leave City, they will be removed from the system. In any case, once their City account has expired they will no longer be able to access the system.

In accordance with the City's policy on Intellectual Property, the copyright in teaching materials and electronic recordings of lectures will normally reside with the University. Staff will be required to assign performance rights in lecture capture recordings to the University, and to waive moral rights, for the purpose of allowing the University to manage recordings without seeking the permission of those appearing in them (for example, to archive, move or delete files).

Students are not routinely given direct access to the Echo system, instead they access via a trusted connection from Moodle.

IT staff may be given administrator rights ('system admin', 'admin', 'scheduler', 'a/v admin' or 'license manager') to be able to administer schedules, recordings, devices and configuration etc.

Moodle
 Content retention

Moodle module content is currently accessible for the previous five academic years plus the current academic year. Content are defined as data or files submitted directly to and stored within the Moodle system. This includes Moodle assignment submissions, forum posts, quiz responses, resource files, database entries and wiki entries. The current Moodle system holds data from 2013-14. Note that data for the 'old' Moodle system was only retained until September 2018.

Moodle module content excludes content stored on external systems but displayed in Moodle via a plugin - this includes lecture capture recordings, video resources and Turnitin. Please see the relevant sections for information related to retention of assessment data for other systems.

 Retention of assessment data

Moodle assessment data including assignment submissions, quiz submissions, grades and feedback are currently retained for five academic years plus the current academic year. Note that grades may be exported and stored in other systems such as SITS.

Moodle assessment data excludes assignment submissions that are stored on external systems but displayed in Moodle via a plugin - this includes videos (Kaltura) and Turnitin. Please see the relevant sections for information related to retention of assessment data for other systems.

 User management

Student user management: Student Moodle accounts are created as part of the University's online registration process . Moodle accounts are authenticated via LDAP and students lose access to Moodle on expiration of their computing services account on graduation. Expired accounts may be suspended in Moodle as an additional safeguard.

Staff user management: Staff Moodle accounts are created on the staff member's first login to Moodle. Moodle accounts are authenticated via LDAP and staff lose access to Moodle on expiration of their computing services account. Expired accounts may be suspended in Moodle as an additional safeguard. Staff must be manually unenrolled from modules once they leave the University so that they no longer show up as Lecturers on Moodle modules. This is normally done by school administrators.

 Backup Policy

The Moodle system is hosted by City University on leased servers at ULCC. We currently operate daily backups of both file store and database (around 1am each day) and keep daily backups for a week, weekly backups for a month and monthly backups for a year. The application layer is also backed up and we maintain our code repository on GitHub to enable rapid deployment of releases. Moodle module course content can be backed up by any enrolled Lecturer or category-level Programme Administrator.


Poll Everywhere
 User Management

 Staff accounts are provided on request via IT. Due to limitations of the license staff will have their accounts deleted when they leave the University. Staff can request a free plan once they leave and request use of polls they have created on their university account.

City Blogs - CampusPress
 Student blogs

Student blogs will be kept for two academic years. After this time, student blogs will be archived.

 Staff blogs

Blogs that haven't been updated in current academic year and for the previous 6 years will be deleted.

 User management

Student user management: Student accounts are provided on request. These are set up against a student's username and authenticated via LDAP. Student users lose access to CampusPress on expiry of their computing services account.

Staff user management: Staff accounts are provided on request. These are set up against a student's username and authenticated via LDAP. Staff users lose access to CampusPress on expiry of their computing services account.

Turnitin
 Retention of assessment data
  • Turnitin are contractually obliged to make reasonable attempts to store assignments for up to 180 days after the class end date (A class has a default end date which is typically six months from the creation date, or set to the date of the latest post date for the Turnitin assignments in the class). AlthoughTurnitin make every effort to keep papers accessible in perpetuity, in some rare scenarios, papers may become inaccessible. You can download Turnitin assignments for retention by clicking on the link to the Turnitin assignment in Moodle and selecting one of the Export options from the Summary tab.
  • Assignments can also be completely overwritten due to resubmissions, if Turnitin assignments are set up to allow resubmissions until the due date.
  • Additionally, paper deletion requests can be made by the Turnitin Account Administrator (Contact via ServiceNow), regardless of class end dates. Turnitin can permanently delete a paper from their database so that it can no longer be used as a searchable source. For contractual reasons, all requests for paper deletions from the Turnitin database must be submitted in writing by the City's Turnitin Administrator.
 User management

Student user management: City has a licence for all City students. IT do not currently remove students from Turnitin.

Staff user management: If a lecturer has used Turnitin through our Moodle integration and has left the University then it is not possible for the Turnitin administrator to drop that Lecturer from our Turnitin account. This is something that must be done by Turnitin's engineering team. IT will need to provide the name of the lecturer(s) and their Turnitin user ID(s) to Turnitin in order to process that request.


Adobe Connect
 Content retention

Please bear in mind that Adobe cannot guarantee availability of stored resources or reliability of service. In the unlikely event of damage to their servers, they may not be able to recover lost data. Their Terms of Use states that "Adobe does not warrant or represent that the service will be continuous, secure, reliable, accessible, uninterrupted or error-free, or that adobe’s servers and software are free of viruses or other harmful components, or that adobe’s security procedures and mechanisms will prevent the loss or alteration of or improper access to personal information by third parties" http://www.adobe.com/products/eulas/pdfs/Connect_Participant_TOU-MULTI-20120315_1338.pdf (English version starts on page 18).

We advise all staff to take annual backups of their Connect recordings and Presenter presentations and store them on their computer, which is also the easiest way to allow editing and re-uploading of Adobe presentations in the future.

 User management

Staff user management: Users are added manually to the database via web interface and assigned a role e.g. Host. The system does not use LDAP for authentication: the usernames and passwords are separate to the university's IT username system. You can request an Adobe Connect account via ServiceNow.

When staff leave the university their accounts are not automatically deleted. LEaD run a twice-yearly audit of Adobe users and delete accounts of staff who have left. Deleting the user account does not delete content associated with the user.

Student user management: The system does not distinguish between staff and student users: students can be granted an account and given a role, depending on requirements. If students are participating in a webinar, they typically join as a guest and no account is required for them to join.

When accounts are created for student use (e.g. to host a webinar) this is on a temporary basis and LEaD staff will set an expiry date for the accounts and close them down on or after this date. Deleting the user account does not delete content associated with the user. 

 Retention of assessment data

When the system is used for recordings of assessed work e.g. presentations, this would need to be stored as an offline recording if requirements state it should be retained.


Kaltura
 Content retention

Source files, which used to be kept indefinitely, will be deleted from Kaltura MediaSpace (https://mediaspace.city.ac.uk) 180 days after upload to MediaSpace from 5th November 2018. This is in-line with the content retention policy that operates for Echo360 (lecture capture).

What will not be impacted?

  • Videos submitted to assignments will still be accessible.
  • Videos linked or embedded via Moodle, blogs or websites will still be accessible to users.


What will be impacted?

  • After 180 days from upload, content owners will not be able to download a source file from MediaSpace to edit or re-purpose a video. Users can request a download of the highest-quality version* of the video from Kaltura via ServiceNow if they need to edit a video. 
  • After 180 days from upload, content owners will not be able to use MediaSpace’s in-built editor to edit a video (clip/trim). Users can request a download of the highest-quality version* of the video from Kaltura via ServiceNow if they need to edit a video. This version can be uploaded into MediaSpace, set as source file and the video edited using Kaltura’s in-built editor.

What other content is deleted from Kaltura?

  • Content belonging to students who have left City is deleted
  • Content belonging to staff who have left City and content is deemed to be no longer in use is deleted.
  • Student submissions from video assignment are deleted after 1+6 years.


 User management

User management is via LDAP. Users will be deleted from the system when their IT user accounts are deactivated.

 Retention of assessment data

Student submissions from video assignment are deleted after 1+6 years.

Senate Regulations

taken from Senate Regulations - Section 19, University Assessment Regulations 2019/20 (APPENDIX 4 - RECORD AND DISCLOSURE OF ASSESSMENT RESULTS)

(a)    Student marks and work shall be retained for at least the following minimum time periods:

(i)     Coursework coversheets, feedback proforma and examination scripts (all formats): retain for the current academic year and one additional year.

(ii)    Records documenting marks awarded for submitted/completed assessments, as presented to the Assessment Board, including details of the consideration of extenuating circumstances and academic misconduct: retain for current academic year, plus six further academic years.

(iii)   Records of appeals panels and decisions: retain for current academic year, plus six further academic years.

(iv)   Records documenting awards, classifications, individual modules and assessment components: retain for current academic year plus six further academic years.

At the end of the period of retention, retained work and the records of marks shall be disposed of confidentially.