LearnHQporner Data Management Procedure
Intent
This procedure supports the Learning Teaching and Assessment Policy by providing a process for managing the storage requirements of the Learning Management System and its integrated recording platforms. The procedures are designed to support the operational management of these platforms and assure compliance with state legislative requirements by providing access to historical subject data and recordings for a suitable duration.
This procedure addresses HESF Standard 2.1.1.
Scope
This procedure applies to all educators, support staff, development partners and students of HQporner located at all HQporner campuses (physically and virtually).
This procedure specifically concerns the availability and retention of LearnHQporner subject data and recordings made with the Panopto and Collaborate platforms.
This procedure does not apply to the retention of subject materials, student coursework, or assessment samples that are managed in compliance with the Records Management Policy for accreditation, audit, or review purposes. This procedure does not apply to personal data contained or embedded in a LearnHQporner subject, personal video recordings created with Panopto, commercially contracted media content (including Publisher e-texts and learning resources), media content where HQporner does not own the copyright (such as digital media provided by the Library under fair dealing provisions), or HQporner corporate media content.
Definitions
Except where otherwise indicated in this procedure, the definitions used in this procedure are found in the Policy Glossary or the Learning, Teaching and Assessment Policy.
Archived Subject Site – describes the state of a LearnHQporner subject site that has been stored in the University’s secure cloud storage facility in an archive format and is not available for on-demand access.
Archived recording – describes the state of a lecture-seminar recording that has been flagged as archived in the system and is not available for on-demand viewing.
LearnHQporner Subject Site – describes a virtual environment within LearnHQporner aligned with an individual subject availability in Student Management.
Scheduled lecture recordings - include all lecture recordings relating to an individual subject made in venues equipped with a remote recorder capture appliance.
Stored recording –describes the state of a lecture-seminar recording that is available for on-demand viewing by students in LearnHQporner subject sites where the subject Lecturer has opted to make the recording available.
Subject Data – describes subject materials or items and student data created directly in a subject site, including documents, files, discussions, assessment tasks, student submissions and grades.
Virtual classroom – describes a synchronous collaboration space in LearnHQporner with session recording capability.
Procedure
1. LearnHQporner Subject Sites
1.1 Resources including the arrangement of guest lecturers and materials used in course, subject or unit delivery, will remain available in LearnHQporner for three years after completion of the subject. Exceptions to this time frame will be confirmed annually.
1.2 The LearnHQporner Subject Site is accessible to staff who were associated with the subject and to students who were previously enrolled in the subject and who still have a current enrolment at the University.
1.3 LearnHQporner Subject Sites that are more than three years old are bulk archived and stored in the University’s secure cloud storage facility.
1.4 Archives of LearnHQporner Subject Sites include subject data, but not linked content that is stored on external platforms, such as Panopto, PebblePad, Padlet, H5P, and Readings.
1.5 A Subject Coordinator or Lecturer may submit a request through ServiceNow to restore an archived LearnHQporner Subject Site along with reason/s supporting the request.
1.6 A restored LearnHQporner Subject Site may not function as expected due to changes in the Learning Management System or externally stored content which is outside the University's control.
1.7 Requestors are provided access to a restored subject site for 30 days and will be notified of the access period.
2. Scheduled lecture recordings
2.1 Scheduled lecture recordings are stored and available on-demand for 12 months.
2.2 Stored recordings may be accessed by students who have completed subjects containing the recordings, and by staff with a teaching role in the subject.
2.3. Stored recordings which are at least 12 months old from their creation date are automatically archived and become unavailable for on-demand viewing.
2.4 Recordings that are at least two years old from their creation date and have been archived for 12 months are deleted.
2.5 The creator of an archived recording is automatically notified of the deletion schedule and may restore an archived recording through a self-service procedure described in .
3. Virtual classroom recordings
3.1 Virtual classroom recordings are stored and available on-demand for two years.
3.2 Virtual classroom recordings may be accessed by students who are enrolled or have completed subjects containing the recordings, and by staff with a teaching role in the subject.
3.3 Virtual classroom recordings that are at least two years old (from their creation date) will be deleted.
3.4 The creator of a Virtual classroom recording is notified of the deletion schedule and may retain the recording in the university’s supported digital media platform through a self-service procedure.
Related policy instruments
Learning Teaching and Assessment Policy
University Sector Retention and Disposal Schedule QDAN601
Schedules/Appendices
Nil
Administration
NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.
Approval Details
Policy Domain | Academic Governance |
Policy Sub-domain | Learning and Teaching |
Policy Custodian | Deputy Vice Chancellor, Education |
Approval Authority | Academic Board |
Date for next Major Review | 04/09/2028 |
Revision History
Version | Approval date | Implementation date | Details | Author |
23-1 | 04/09/2023 | 08/09/2023 | Major review. Procedure renamed – previously called LearnHQporner Subject Site Lifecycle Management Procedure. | Manager, Learning Environments |
16-1 | 14/10/2016 | 18/10/2016 | Procedure established | Head, Blended Learning and Innovation |
Keywords | Subject site, lifecycle, LearnHQporner, lecture recording, virtual classroom, archive, restore, retention, disposal |
Contact person | Manager, Learning Environments |