The university is a big organisation and even though a number of different activities now work in the same system there is still a lot of work to be done in order for us to become even better together. For organisation and company contacts on the common level, for alumni, international fee-paying students, applicants and interested future students we now gather our communication in one place to a much greater extent than before.
We have collected data from earlier systems. For instance, the systems we used earlier to administer alumni and company contacts. We collect information on applicants via antagning.se and the English equivalent universityadmissions.se. Some data is also collected from our study administrative system Ladok. Some forms used in different processes are also connected through the same system; for instance, if you register as an alumnus, report interest in a project or a newsletter. Arrival registration for international students and notice of interest for accommodation for that group is also included here.
All forms include text that deals with consent to let us register personal data. We are constantly working on to make the information on for what purpose and for how long we store data more explicit. This is a requirement in the legislation that applies as from May 2018. Up until then, the swedish law Data Protection Act applies, which we have taken into consideration since the start.
When registering, if you state your personal identity number or the same first name, last name or email address that you have used before, the system will synchronise new data with the data we already have. Examples:
- When an international student registers to apply for a scholarship, the scholarship application is synchronised with the information you stated when applying for a course/programme. In this way, staff at the office of student affairs can get a quicker overview and our administration can become more efficient.
- An individual who registers for our alumni network, is linked together with existing data in order for us to see what programme the person has studied and when the person is expected to have completed the programme. For data older than 2010, there is no direct link to our study administrative system. This makes it possible for us to provide better information - the right emails to the right group - no more, no less.
In the work behind the system, we who have worked with data in the system have workshops on a regular basis. We keep a dialogue going between the departments/offices on where there might be an overlap in the information that is sent out, and have created a system to keep track of what we are doing. The aim is, of course, to make sure that we as an organisation provide relevant information and that we do not spam anyone.