UNIVERSITY OF KOBLENZ
Universitätsstraße 1
56070 Koblenz
Privacy statement for lecturers regarding the evaluation of courses and distance-learning semesters
The following information is intended to explain the purpose for which we process your personal data and the legal basis of such processing in the context of student course evaluation, evaluations of courses offered by the central institutions and the evaluation of distance-learning semesters.
I. Name and contact details of the controller
The controller for the collection, processing and use of your personal data within the meaning of the GDPR is
University of Koblenz
Universitätsstraße 1
D-56070 Koblenz
Germany
Phone: +49 261 287-0
E-Mail: service@uni-koblenz.de
Contact persons:
If you have any questions regarding the evaluation, please contact
University of Koblenz - Evaluation Unit
Emil-Schüller-Str. 12
D-56068 Koblenz
Germany
Contact via E-Mail: lehrevaluation@uni-koblenz.de
II. Name and address of data protection officer
University of Koblenz - Data Protection Officer
Konstantin Wagner
Universitätsstraße 1
D-56070 Koblenz
Germany
Contact via E-Mail: datenschutz@uni-koblenz.de
III. Nature, scope, purposes and legal basis of data processing
In the following, you will find an overview of the nature, scope, purposes and legal basis of data processing related to the student course evaluation, evaluations of courses offered by the central institutions and the evaluation of distance-learning semesters.
1. Nature, scope and purposes of data processing
(1) As part of student evaluations, lectures and distance-learning semesters are assessed by students. The following procedures apply:
a) Student course evaluations by faculties: Courses offered by the faculties of the University of Koblenz may be subject to student course evaluation.
b) Evaluations of courses and distance-learning semester carried out by central institutions: Students may evaluate courses, study support services and study materials for distance-learning programmes offered by the central institutions of the University of Koblenz. Course and distance-learning semester evaluations by central institutions.
(2) For student course evaluation, please register yourself or a substitute via the University of Koblenz service portal. The necessary information (some of which is retrieved automatically from KLIPS and pre-filled) is compiled, edited if necessary, and submitted for evaluation. The information required to generate student course evaluations is retrieved from the Service Portal by the Evaluation Unit and entered into the survey software evasys, which is used to conduct the evaluations.
(3) For course and distance-learning semester evaluations carried out by the central institutions of the University of Koblenz, the relevant central institution provides the Evaluation Unit with the necessary information.
(4) In all procedures, only data that is absolutely essential to achieving the survey’s objective is collected from the outset.
a) In order to carry out student course evaluations offered by the faculties as well as evaluations of courses offered by the central institutions, the necessary information – such as your title, surname, first name and email address, as well as the title, type and, for student course evaluations, the internal course code (generated from the KLIPS short URL) and your academic departmental affiliation – will be processed. Voluntary information that may also be processed includes the subject or degree programmes in which the course is held, the time of the survey, the contact hours and ECTS credits of the course, and the language of instruction.
b) For the purpose of conducting student evaluations of distance-learning semesters, the necessary information, such as module titles and degree programmes, is processed.
(5) For the purposes of quality assurance in education through student course evaluations, as well as student evaluations of courses and distance-learning semesters, student ratings are processed as personal data in addition to the data mentioned above.
(6) The processing of your personal data as set out above serves the purpose of evaluating the quality of courses offered by the faculties and central services, as well as distance-learning semesters, from the students’ perspective, and thereby ensuring the quality of education at the University of Koblenz.
(7) For student course evaluations and evaluations of courses offered by the central institutions, the Evaluation Unit produces individual course-specific reports and sends them directly to the lecturer being evaluated. These course-specific reports provide a descriptive breakdown of the evaluation results, organised by individual question. For closed questions, the medians, means, standard deviation and frequency distribution of the responses are presented, along with information on the number of participants who answered the respective question. For open questions, the text responses are reproduced without modification.
(8) The Quality Assurance Commissions and Joint Committees for Teacher Training / Dual Bachelor's degree programmes may request individual reports on student course evaluations from the Evaluation Unit for the purpose of awarding teaching prizes or implementing feedback measures. To this end, the faculties must first define thresholds; teaching prizes are awarded if these thresholds are exceeded, and feedback measures are implemented if they are not met. A maximum of 30 per cent of the course-specific evaluation reports produced in a given semester for courses in the respective department may be requested. The awarding of a teaching prize may be linked to the allocation of budgetary funds for staff and material resources. Participation in the awarding of teaching prizes is voluntary. The criteria for awarding the teaching prizes are determined by the departments. Feedback measures may include consultation meetings in which goals for improving teaching can be agreed upon, coaching sessions, classroom observations and suggestions for further training in the field of higher education pedagogy.
(9) At the same time as the individual course evaluation reports are sent to the lecturers, the central institutions receive a copy of these reports for the purpose of ensuring the quality of teaching at the respective central institution of the University of Koblenz.
(10) To evaluate distance-learning semesters, the Evaluation Unit compiles module-specific and programme-specific reports after anonymising any personally identifiable information relating to lecturer in the open comments. The Centre for Distance Learning and Continuing Education receives all reports and forwards the module-specific reports to the lecturers who have been evaluated.
(11) Aggregated results of the student survey are only available to the wider university public. Aggregated course evaluations are made available to the relevant central institution. Aggregated student course evaluations are made available to the Quality Assurance (QS) committees and Joint Committees for Teacher Training / Dual Bachelor's degree programmes for the purposes of quality assurance and development. With the consent of the individual lecturers, course-related results reports concerning them may also be published university-wide. The results of individual course evaluations may only be used for the specific purpose of assessing a lecturer in relation to the respective course. The results of the surveys must not be used as a basis for a general performance assessment of staff members. The QMSL Unit has access to the results of the evaluation surveys for the further development of the quality management system, provided that any reference to individuals is excluded.
(12) The aggregated reports from student course evaluations and evaluations of courses offered by the central institutions, as well as the module- and degree programme-specific reports from distance learning semester evaluations, may be used in accreditation and re-accreditation processes.
(13) Lecturers may use their results of student course evaluations and evaluations of courses offered by the central institutions as well as module-specific distance learning semester evaluations relating to themselves for their own purposes.
2. Legal basis for the processing of personal data
Conducting regular evaluations is one of the university’s statutory duties. The evaluation of education for the purpose of quality assurance of the activities of the University of Koblenz is carried out in fulfilment of the university’s vested obligations in accordance with Article 6(1)(e), and Article 6(2) and (3), as well as Article 88(1) of the General Data Protection Regulation (GDPR) in conjunction with Section 3 of the Rhineland-Palatinate State Data Protection Act (LDSG) in conjunction with Section 5 of the Rhineland-Palatinate Higher Education Act (HochSchG) in conjunction with Section 6 of the Statutes of the University of Koblenz, as well as Section 4(6) and Section 6(1) of the Supplementary Provisions on Quality Assurance at the University of Koblenz.
IV. Duration of processing and storage of personal data
Personal data resulting from evaluations will be deleted as soon as it is no longer required for evaluation purposes. Data will be deleted after a maximum of 8 years.
If you object to the processing of your data, we will delete your personal data unless further processing is permitted under the relevant legal provisions. We will also delete your personal data if we are required to do so by law.
V. Recipients of personal data
Your personal data collected as part of the student course evaluations and evaluations of courses offered by the central institutions as well as module-specific distance learning semester evaluations may be made available to the following parties:
- University-internal data transfer
· Employees of the University of Koblenz who process the evaluation data and results in the course of their official duties, e.g. staff of the Evaluation Unit or other departments responsible for evaluating the specific course or for distance-learning semester evaluations of the specific module (where applicable, quality assurance committees of the departments and joint committees for teacher training / Dual Bachelor's degree programmes, IKaruS, IFGPZ, IZL, IRO, ZFUW). Information is disclosed solely for the specified purpose. They are obliged to handle personal data in accordance with the provisions of data protection laws.
· Where personal data is discussed in committee meetings, this takes place in closed session.
- External data transfer
· External service providers used by us to provide services, for example in the areas of technical infrastructure and maintenance or the provision of content relevant to agreements and contracts. We carefully select these data processors and review them regularly to ensure that the protection of your personal data is maintained. The service providers may use the data exclusively for the purposes specified by us.
· The evaluations are carried out using computer-based methods via the evasys survey software from evasys GmbH. The University of Koblenz uses a licence from the Hochschulevaluierungsverbund Südwest e. V.
· The servers used to run the survey software are operated by Johannes Gutenberg University Mainz and are protected against unauthorised use by technical and organisational measures in accordance with the requirements of the Rhineland-Palatinate State Data Protection Act.
· The personal or personally identifiable application data collected is stored in encrypted form on the servers. Staff members of the Hochschulevaluierungsverbund Südwest e. V. and Johannes Gutenberg University Mainz cannot view any personal or personally identifiable application data.
· Other recipients will only be considered in the event that we are legally obliged to disclose such data.
VI. Location of data processing
We process your personal data only in Germany and do not transfer it to third countries.
VII. Automated decision-making
There is no automated decision-making, including profiling, within the meaning of Article 22 of the GDPR.
VIII. Data subject rights
As a data subject, you have the following rights under the GDPR:
Right of access: You have the right to receive information about the personal data pertaining to you that we process.
Right to rectification: You may demand that inaccurate personal data will be rectified. Furthermore, you may demand that incomplete data will be completed.
Right to erasure: In certain cases, you are entitled to demand the erasure of your personal data.
Right to restriction of processing: In certain cases, you are entitled to demand that we restrict the processing of your data.
Right to data portability: If you have made the data available to us based on a contract or consent, you are entitled to demand to receive the data which you provided to us in a structured, commonly used and machine-readable format or to have them transmitted by us to another controller.
Right to object: You have the right to object at any time to the processing of your personal data on the basis of Art. 6(1)(e) GDPR for reasons arising from your particular situation. Your personal data will then no longer be processed unless we can provide compelling protected reasons for such processing that outweigh your interests, rights and freedoms, or the processing is necessary for the assertion of, exercise of, or defence against any legal claims.
Asserting your rights: To assert any of your abovementioned rights, please contact us by email at lehrevaluation@uni-koblenz.de or datenschutz@uni-koblenz.de or in writing at the above address. Please ensure that we are able to clearly identify you.
Right to complain to a supervisory authority: You have the right to complain to a data protection supervisory authority if you believe that the processing of your personal data is unlawful. The supervisory authority responsible for us is:
The Rhineland-Palatinate DPA (Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz)
Hintere Bleiche 34
D-55116 Mainz
Germany
E-Mail: poststelle@datenschutz.rlp.de
© Universität Koblenz
