Profformance Assessment Tool

Privacy policy

PROFFORMANCE Assessment Tool

The following document outlines the scope of personal data processed, access rights, and other provisions concerning the PROFFORMANCE Assessment Tool.

1. Scope of personal data processed

   a.) User’s data in the system

   When registering for the PROFFORMANCE assessment tool, the following data are required and are processed:

   • name,
   • email address,
   • country (optional)
   • institution, institutional unit (when assigning the evaluation task),
   • age and sex, for statistical purposes (when filling in the questionnaire).
   • user role (User, Admin, SysAdmin),
   • status (active or inactive, where was last active in the system, when was last active in the system, what was the last active IP address).

   b.) Based on relative entitlement data

   • to which unit the user is linked,
   • type of entitlement (administrator or teacher),
   • name (administrator or teacher),
   • position (administrator or teacher's institutional position),
   • email address (link to the user's basic data),
   • status (active or inactive)

2. For access to personal data, different levels of access rights for data protection and information security purposes have been set as follows.

   For surveys launched by external parties (teachers, institutional units, institutions, consortia), the personal data in the system are secured by the Tempus Foundation - the data are not used in any way and are not transmitted to third parties. The network creator and the survey initiator may access and have access to the personal data. The data generated in the framework of "networks" or "tasks" organised by the institutions are not used by Tempus Public Foundation, only the operational background is provided.

   In the case of an individual task, the completed data is only visible to the organiser of the task. In the case of evaluation tasks launched at institutional unit level, personal data may be seen by the immediate supervisor, in the case of evaluations launched at consortium level, by the consortium's delegated administrator, data controller. Even in the case of multi-level evaluation tasks, only the immediate supervisor will see the data of the respondents under him/her, those at the higher levels will only see aggregated data.

   The administrator and user roles have been separated in the following ways:

   a.) User

   This is the lowest level user role. Each user who is assigned to the system, will receive this role, and will be able to use all the "professional" functions of the Tool.

   b.) Admin

   Middle level user role. By registering or adding a User, but in any case by assigning the Admin role, one can become a user of this level. These users can be members of the TPF Profformance team.

   In addition to the functions used by the User level user, he/she can see the institutional structures (Network) created by all users and perform administrative activities in them. Furthermore, you can view the list of Users, edit User data, activate and deactivate a User if necessary. User can view Activity log and e-mail (email notification sent from the system) log.

   c.) SysAdmin

   Highest level user role (Tempus Public Foundation developers).

   In addition to the two lower level functions, it sees the Users' Global Activity and Email logs. Can put the system into system maintenance mode. It can manage Language Translator Keys, Pages, Email Templates through the interface.

3. The data can be viewed by the following natural persons for surveys launched in each network:

   If an institution or institutional unit, or a teacher, participates in more than one network, the assessment results launched in each network can only be seen by the administrators of that network.

   a.) Individual use

   The evaluations launched by a teacher at his/her own level in his/her own network are not visible to the administrator of the evaluation process organised by the institution.

   b.) Departmental use

   The results of an assessment initiated at departmental level are not visible at a higher level if they are created in a separate departmental network.

   c.) Institutional use

   Aggregate results:

   If the institution launches an assessment, asking faculties or departments to create their sub-unit within the institutional network, the assessment results of the department will be seen in aggregated form at higher levels.

   Individual results:

   Individual results of assessment results initiated at the institutional/institutional unit level are only visible to the immediate supervisor (department, workgroup leader, etc.), in this case also only aggregated results are visible at the higher levels.

   d.) Use at national level

   If the Ministry/Tempus Public Foundation/Education Authority/Rectors’ conference launches a national survey using the system, a separate network will be set up to define the scope, purpose, duration, participants, method and duration of the survey, which will be communicated to the institutions. In this case, the privacy and data use issues will be made available in detail to all parties and, in that case, the nature and modalities of the agreement will be jointly agreed by the parties. In the case of a national or regional survey, only the data collected in that survey will be available, i.e. the initiating body will not have access to the results of surveys previously or subsequently launched by the institution in its own network.

4. Relative access rights that may be granted to users

   Two types of relative access rights can be associated with units:

   • administrator
   • teacher

   Network Administrator:

   With administrator rights, which are linked to a specific unit, the User can perform administrative tasks at the level occupied within the institutional structure and at the levels below.

   • create and edit units under his/her own unit.
   • link another administrator to his/her own unit as well as to a unit at a level below.
   • link a teacher to his/her own unit and to a unit at a level below.
   • create and edit an assessment cycle linked to your own unit or to a level below.
   • view the self-evaluation results of teachers in their own unit at the end of the unit's evaluation cycle, compared to the peer and student evaluations received for that teacher (administrator as immediate supervisor)
   • At the end of an evaluation cycle for a lower unit, you can view the results of that evaluation in aggregated form.

   Network Teacher:

   Having the teacher role, which is linked to a specific unit of a specific institutional structure, the user can do the following.

   • He/she can conduct self-assessment, peer assessment in an active assessment cycle and share with his/her own students (non-users of the system) the link to his/her Student Feedback assessment.
   • You can submit peer evaluations to teachers linked to the same unit.
   • And at the end of the assessment cycle, you can view the results of your own assessment, compared to the results of the Self, Peer and Student assessments.
   • You can create a Personal task (individual assessment) if it is linked to an institutional structure. In this case, the results of the Task can only be seen by the teacher who initiated it.
   • The Network teacher does not see his/her own institutional structure.

5. Other provisions concerning the Profformance Evaluation Tool

   1. The database administrator and the Tempus Public Foundation, which provides the system, shall, in its role as a careful host, protect the data collected at individual and institutional level and kept in the database. It will not be transferred to third parties and will not be used without authorisation, and therefore third parties will not have access to institutional and personal data in the case of assessment surveys launched by the institution.

   2. If the Tempus Public Foundation is commissioned to conduct a higher level, national or international evaluation process, in this case, it may involve institutions in the evaluation process, communicating and coordinating this accordingly, but in this case, too, personal data may only be used by the persons' immediate supervisor. All levels above can only see aggregated data.

   3. Surveys initiated by users (individuals, institutions, consortia, etc.) are voluntary and free of charge. The processing of data in this context is governed by the Data Management and Use Policy. The agreement for the use of the system is a unilateral legal declaration by the user, made at the time of registration, by accepting the appropriate point and by using the system, means accepting the privacy statement and the terms and conditions set out in the privacy policy and terms of use. The data of the "networks" created by the user are at the user's disposal and may be used for his/her own purposes, subject to full information of the participants.

   4. The data of surveys launched by external parties, users (institutions, consortia, institutional units, individuals, working groups) will be at the disposal of the network creator and survey initiator. Consequently, the survey initiator has access to and can use the name, institution, email address, age, gender, position and the individual's evaluation results. Therefore, in all cases, before participating in an assessment, you should make sure that you know the identity of the person who is initiating the assessment and the purpose of the assessment and how the data will be handled. The Tempus Public Foundation, the European Commission, the PROFFORMANCE consortium partners do not take any responsibility for the use of data generated by assessments initiated by external individuals or organisations - it is based on an agreement between the participant and the network administrator and legal disputes will need to be settled between them.

   5. The data and functions in the system are given, and can only be extended by the developer in a separate development round.

   6. Data can be deleted from the system at the user's request. For certain personal data, the retention period is 10 years according to § 101 of the General Data Protection Act.

The Full Privacy Statement for the processing of personal data related to PROFFORMANCE+ project is available here: https://profformance.eu/en/privacy-policy