The university is a large organisation, and even though many parts of the organisation 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 contact with organisations and companies at the common level, alumni, international fee-paying students, applicants, and interested, future students, we now coordinate our communication to a significantly larger extent than before.
We have collected data from previous systems, for instance, the systems in which we previously handled 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. In addition, some forms that are used in different processes are also linked to the system – for instance, when you register as an alumnus, report interest in a project or newsletter, or order catalogues for you or your school. Arrival registration of international students and notices of interest in accommodation by international students can also be found in the system.
All forms contain text informing you that you consent to providing personal data to Linnaeus University. We work on a continuous basis to further clarify the information on for what purpose and for how long the data is stored. This is a legal requirement as from May 2018. Before this, the Data Protection Act applied, which has been taken into consideration since the start.
If, when using one of the forms to register, you state the same personal identity number or the same first name, last name and email address that you have stated before, the system will synchronise new data with the data we already have. For instance:
- When an international student register to apply for a scholarship, the scholarship application will be synchronised with the information stated when applying for a course or programme. In that way, the staff at the Office of Student Affairs will get a quicker overview and our administration will be more efficient.
- An individual who registers for our alumni network will be linked with existing data, enabling us to see what programme the individual is studying and when the individual is expected to graduate. For data older than 2010, there is no direct link to our study administrative system. The CRM system makes it possible for us to provide better information – the right email to the right group – no more, no less.
Those of us who work with data in the system have regular workshops. We have a continuous dialogue between different offices and departments on what dispatches could overlap and have created a system to get an overview of the things that are done. The purpose of this is, of course, to make sure that we work together to provide relevant information, and do not spam anyone.