Register Specifications

Register specification of the student information system (OPSU) at the University of Tampere 22 March 2016

 

A description of the personal data file as stipulated by Section 10 of the Personal Data Act (523/1999)

 1. CONTROLLER OF THE REGISTER UNIVERSITY OF TAMPERE
FI-33014 UNIVERSITY OF TAMPERE
Telephone: + 358 (0)3 355 111 (switchboard)
2. REPRESENTATIVE OF THE CONTROLLER Registrar
Sami Hautakangas
University of Tampere
Study services
FI-33014 UNIVERSITY OF TAMPERE
Tel. +358 (0)50 462 7387
E-mail: sami.hautakangas@uta.fi
3. NAME OF THE REGISTER

The student information system of the University of Tampere consisting of the following services:
- the basic services of study administration Rekka (Open University) and Opsu (the rest of the University) and their online user interfaces NettiRekka and NettiOpsu
- services for applying for studies and for specifying the right to study: applications to Open University, applications to international exchange studies offered by UTA, applications to international and domestic exchange studies offered by other higher education institutions, specification of the specialism in the student’s Master’s Degree Programme
- a service for handling the feedback on studies and instruction

4. PURPOSE OF THE REGISTER

Study administration tasks and the planning of teaching and learning require an electronic register.

Examples of study administration purposes for which the data file is used:
- verification of and maintaining the right to study
- controlling study attainments e.g. for a degree certificate or for putting together a complete study module
- follow up and planning of instruction and studies: the student uses his/her transcript of the academic record to follow up on the studies, Schools and other units of the University obtain statistics on students and their study attainments for planning the education and evaluating the instruction
- maintaining information on the student’s internships and the payment of internship grants
- support for handling applications to study, maintaining data on the handling of applications
- processing the feedback on studies and instruction

The student information system also serves as an archive (e.g. study attainments are archived in it).

4.1. STIPULATIONS THAT CONCERN THE REGISTER

- Universities Act 558/2009 (Finlex)
- Government Decree on University Degrees 794/2004 (Finlex)
- Regulations of the University of Tampere
- University of Tampere’s Regulations on the Assessment of Studies
- University of Tampere’s Regulations on Degrees

 

5. INFORMATION CONTENT OF THE REGISTER  
5.1. Basic information on the student - student number
- personal identity code
- student’s permission to divulge information to third parties
- permission to publish the Master’s degree online
- name
- contact details
- sex
- citizenship
- language (Finnish/Swedish/other)
- domicile
- date of entry into data file
- enrolling as present/absent each semester
- membership in the Student Union
- previous education
- information on the student’s class/year
5.2. Rights to study - information on the student’s degree, School, degree programme, specialism and major subject
- start and end dates of the right to study
- type of right to study (major/minor right to study)
5.3. Study attainments - name and code of the study attainment
- type of study
- the place of study attainment in the study module or degree
- extent of the study attainment (credits and/or course units)
- date of the exam
- the grade received, if any
- name of the examiner
- place of the exam
5.3.1 Information on theses

- right to study in view of the thesis
- level of the thesis
- author/s of the thesis
- title of the thesis
- language of the thesis
- extent of the thesis in pages
- abstract of the thesis
- the thesis as a PDF file
- keywords
- permission to publish the thesis online
- information on printing and ordering the thesis

5.4. The degrees the student completes at the University of Tampere - degree
- degree system
- decree on degrees
- School/Faculty
- the date the degree was granted
- degree programme
- specialism
- extent of the degree (credits and/or course units)
- major subjects, other subjects included in the degree and their extent and grades
- information on language studies
- information on professional qualifications (subject teacher, class teacher, translator, social worker, instructor of health science)
- title and grade of the thesis
5.5 Opiskelijavaihtoa koskevat tiedot - destination
- higher education institution
- exchange programme
- School at the University of Tampere
- start and end dates, duration and nature of the studies
- information on funding the studies
- the student’s report on the exchange studies
- permission to publish the student’s report online
5.6 Access control and user rights of computer resources - access control ID card, access rights and their duration
- user account of the University’s computer resources
5.7 Information on applications to study and study right at Open University - the studies the student wants to enrol to/apply for
- personal and contact details of the applicant/person enrolling
- for new students: personal identity code; for old students the student number of the Open University at the University of Tampere
- permission/denial of disclosing contact details for study-related and other purposes (e.g. small-scale opinion polls)
- educational level
- previous university studies
- other studies undertaken at the same time
- information if the student is an employee of the University of Tampere
- additional information possibly given by the person fulfilling the registration form
- information on the student’s study module or course unit and place to study
- type of studies
- start and end date of right to study
- information on payments and invoicing
5.8. Information on internships included in the studies

- information of whether the internship is optional or obligatory
- School or unit paying the intern’s salary

- information on the employer
- municipality where the internship takes places
- country
- internship periods
- funder
- full-time/part-time internship (in per cents)

- length of the internship
- information on funding

5.9 Other information - information on course enrolment (name of the course, time of enrolment)
- information on exams (name of the study module, time of the exam, books to be examined and the possible special agreements the student has made)
- information on personal study planning (names of supervisors, general study planning information, information on the study modules the student plans to take)
- information on enrolment in exchange programmes and other studies offered by the University or other Higher Education Institutions (information on the student, destination, information on the scholarships the student applies to, information on how the application is processed)
- information on the specialism in the Master’s degree (information on the student, student’s proposal on the specialism, information on processing the information)
- information on feedback gathered about studies and instruction: information on survey questionnaires (the studies or instruction to which the survey is related, name of the School, instructors handling the survey, information on the user rights of employees who deal with student feedback as a part of their job), information on survey answers (information on the student, student’s responses to the questions, possible counter feedback from the instructor)
- contact information after studies if student gives permission (so called alumni)
- the codes used in the information system
6. REGULAR SOURCES OF INFORMATION IN THE REGISTER

- sign-in information from the Finnish Studyinfo.fi service
- enrolment of new students from the Finnish OILI - Digital Enrolment Service for Higher Education Institutions (and/or from the student him/herself)
- presence/absence information on the basis of the student’s enrolment
- information on the payment of Tamy Student Union membership fee from Nordea bank (reference number of the payment) daily during the enrolment period, once a week during semesters
- information on study rights and degrees from the Schools
- information on study attainments from the Schools
- changes in the basic information as announced by the student
- information on studies in Open University from the Open University office
- information on the invoiced Open University fees from the Open University’s information system
- name and address information from the Population Register Centre
- information on entry from the access monitoring system
- user accounts in the University’s computer system from the user account register
- information on degrees, study modules,
courses and instruction, details of instructors who handle feedback from the University of Tampere’s electronic study information system (OPSI)

7. THE REGULAR DESTINATIONS OF DISCLOSED DATA  

- Statistics Finland (TilastoL 280/2004, available in Finnish) (Finlex)
- Kela (Act on Student Financial Aid 65/94 41§, available in Finnish) (Finlex)
- Tamy, the Student Union of the University of Tampere (YlioppilaskuntaA 116/98), available in Finnish) (Finlex) (information on membership in the student union)
- Finnish Student Health Service (Primary Health Care Act 66/72 (Finlex) and Medical Board of Health’s instructions on student health service, Guideline 3/86)

- For scientific research (Act on the Openness of Government Activities (621/1999) and Personal Data Act (523/1999) (Finlex).

- A person requesting the information must present a proper research outline and provide the name of the principal investigator.
- The Ministry of Education and Culture for the national database on higher education

- From the national database on higher education to the National Supervisory Authority for Welfare and Health  (Act on Health Care Professionals 559/1994, Decree on Health Care Professionals 564/1999)
- Information on student exchange to CIMO, Centre for International Mobility
- The publication archive of the University Library (theses and information concerning them)

- To higher education institutions, which are partners in the nation-wide JOOPAS flexible study right system or other domestic student mobility system (cross-institutional studies: TUT, TAMK) (information related to flexible studies in a minor subject).
- The information system of the financial services at the University of Tampere (name, address and billing information in case there are billable fees in the Open University)
- The information system of the University Library at the University of Tampere (names and addresses of new students once a year)

- The register of user accounts at the IT services of the University of Tampere (for the purposes of checking the user rights)
- The thesis and information on it to the service provider printing the thesis (an agreement with Yliopistopaino)
- to the students themselves
- The university discloses the contact details of students for limited purposes that support the studies.

7.1 REGULAR TRANSFER OF DATA OUTSIDE The European Union OR the European Economic Area - The theses whose online publication the author has apporved are published online in an open-access publication archive maintained by the University Library.
8. PRINCIPLES OF PROTECTING THE DATA

Electronic data (applies to all information systems that produce the functionalities of the register)
- user rights are granted on the basis of a written request
- users have a personal user account and a password
- the password is only valid for a limited time
- user rights are only granted to that part of the register, which the employee needs in his or her current job
- user rights are checked daily
- the data handling and transfer in the technical subsystems is protected appropriately


Manual data
- enrolment forms and register cards, and copies of degree certificates are stored in a locked room

A Description of the Personal Data File for Cross-Institutional Study Service (University of Tampere, Tampere University of Applied Sciences, Tampere University of Technology) (10.5.2016)

Controller of the Register

UNIVERSITY OF TAMPERE

FI-33014 UNIVERSITY OF TAMPERE

Telephone: + 358 (0)3 355 111 (switchboard)

 

Representative of the Controller

Registrar
Sami Hautakangas
University of Tampere
Study services
FI-33014 UNIVERSITY OF TAMPERE
Tel. +358 (0)50 462 7387
E-mail: sami.hautakangas@uta.fi

Name of the Register

Cross-Institutional Study Service (University of Tampere, Tampere University of Applied Sciences, Tampere University of Technology)

Purpose of the Register

The use of data is based on the contract between University of Tampere, Tampere University of Applied Sciences and Tampere University of Technology. This contract grants the degree students of these higher education institutions a restricted study right at other HEI's. The students are allowed to take studies the HEI's have specifically defined as Cross-Institutional Studies. The Cross-Institutional Study Service is used to enable the students to register to the secondary host institution and to manage the process of mobility. The use of service is based on the student information systems at the HEI's, from which the appropriate data of the students is transferred to the service. In addition to this basic data the student uses the service to select the studies, he/she is going to study at the secondary host institution. The service stores the data of the digital form of the student. The data of the form is used as the basic information for the registration of the student to the secondary host institution's student information system. Additionally, the data of the service enables calculating the division of costs. Based on the contract, The University of Tampere is the controller of the register for the Cross-Institutional Study Service. Tampere University of Applied Sciences is responsible for the technical solution for transferring data between information systems.

Information Content of the Register

The stored data of registered users is restricted to the data that is needed for registering the student to the secondary host institution's student information system. The data includes: personal data (forenames, first name, surname, pesonal identity number, national unique learner number, sex), contact information and information concerning the registration of the study right)

Regular Sources of Information in the Register

The information given by the student and the student information systems of University of Tampere, Tampere University of Applied Sciences and Tampere University of Technology. The descriptions of the data files on the student information systems are available in each institution's online service.

The Regular Destinations of Disclosed Data

The personal data and study information are transferred to the secondary host institution's student information system. The earned credits are transferred to the host institution's student information system.

Principles of Protecting the Data

Electronic data is stored in digital information system. User rights are only granted to that part of the register, which the employee needs in his or her current job. Users have a personal user account and a password. The data handling and transfer in the technical subsystems is protected and maintained appropriately to ensure data security. The equipment are located in supervised facilities.

The Right to Check the Validity of the Data

Every user has a right to check, what personal information is stored in the register. The controller of the register makes the description of the personal data file available for users. Registered user can check the personal information stored in the system by using the functionalities of the service.

The Procedure to Correct Data

The faults in the student data are to be corrected to the student information system of student's host institution, from where the correct information is updated to other services.

Register specification of the information system on electronic exams at the University of Tampere 4 September 2012

 
A description of the personal data file as stipulated by Section 10 of the Personal Data Act (523/1999)
1. CONTROLLER OF THE DATA FILE UNIVERSITY OF TAMPERE
FI-33014 UNIVERSITY OF TAMPERE
Telephone: + 358 (0)3 355 111 (switchboard)
2. REPRESENTATIVE OF THE CONTROLLER Registrar
Sami Hautakangas
University of Tampere
Study services
FI-33014 UNIVERSITY OF TAMPERE
Tel. +358 (0)50 462 7387
E-mail: sami.hautakangas@uta.fi
3. NAME OF THE DATA FILE

Information system on electronic exams at the University of Tampere

4. PURPOSE OF THE DATA DILE

Designing, reserving, taking and evaluating electronic exams, which take place in designated rooms.

Exams can be taken by students of the University of Tampere and students of other higher education institutions with which the University of Tampere cooperates.

4.1. STIPULATIONS THAT CONCERN THE DATA FILE - Universities Act 558/2009 (Finlex)
- Government Decree on University Degrees 794/2004 (Finlex)
- Regulations of the University of Tampere
- University of Tampere’s Regulations on the Assessment of Studies
- University of Tampere’s Regulations on Degrees
5. INFORMATION CONTENT OF THE DATA FILE  
5.1. Basic information on all users

Of users participating in each exam area:

- name
- e-mail address

- user account

- user rights defined in the system

- a log on the actions the students have taken in the exam area in the previous twelve months

5.2. Information related to the exams the students take

- Information on the study module to which the exam
belongs
- Information on the exam reservation (time, place, computer to be used for the exam)
- Exam answers (to be archived for at least six months after the exam)
- Information on the grading and grades received for the exam answers
- Information on the e-mail alert the student subscribes to on the reservation (yes/no, time of the alert)
- Information on the e-mail alert the student subscribes to on grading (yes/no)

6. REGULAR SOURCES OF INFORMATION - the basic user account for the computer resources at the University of Tampere, name and e-mail address from the University’s user account register (Katti)
- corresponding information on students in the registers of the higher education institutions with which the University cooperates; the information is received from the Haka identity federation.
7. THE REGULAR DESTINATIONS OF DISCLOSED DATA - reservation information (time, place, computer) to employees in study services who are in charge of supervising the exams by video and to the information system on the video supervision
- the student is able to subscribe to an email alert on the exam reservation and grading after the grading is complete
- information on grading to teaching personnel so that the study attainments can be entered in the student’s academic record
7.1 REGULAR TRANSFER OF DATA OUTSIDE The European Union OR the European Economic Area - No data is disclosed.
8. PRINCIPLES OF PROTECTING THE DATA FILE Electronic data
- user rights are granted on the basis of a written request
- users have a personal user account and a password
- the password is only valid for a limited time
- user rights are only granted to the part of the register, which the employee needs in his or her current job
- user rights are controlled daily