The following central registers are in use:
LDAP directory
(System owner: Director of IT)
The LDAP directory is a central directory service for multiple purposes. It is used as an email address list and for authentication (password verification) across various systems, such as the email system.
The directory adheres to a standard in Norwegian higher education known as Feide. This enables university colleges and universities in Norway to eventually allow the authentication of individuals from other institutions. For more information, see: feide.no.
Employees are listed with their name, organizational affiliation, phone number and email address. The directory is openly accessible for these information elements and is used, among other things, to search for names in UiA's employee email client.
In special cases, the publication of employee information can be avoided. Requests for this must be submitted in writing to the Division of Human Resources.
Students are published in the LDAP directory only after providing their positive consent. This consent is given through self-registration on Studentweb in FS.
Other information in the LDAP directory has limited accessibility.
For example, the national identification number can only be accessed by a few trusted systems.
You can review the information stored about you in the directory at: innsyn.feide.no.
Other directory services - NIS, RADIUS and Entra ID (Microsoft Active Directory)
(System owner: Director of IT)
These services contain name, organizational affiliation and phone number.
FS
(System owner: Director of Academic Affairs)
FS is a student and academic administrative system where information about applicants, students and teaching staff is stored. It includes study-related information, national identification numbers and photos.
SAP HR personnel system
(System owner: Director of Human Resources)
Employees, part-time teachers and others affiliated with UiA (such as external research fellows) are registered with their name, national identification number and details about their terms of employment.
Canvas virtual learning environment
(System owners: the faculties)
National identification numbers are not stored.
Usernames and documents created by students are stored.
Documents remain stored only until the student decides to delete them.
The student's portfolio and activity data are stored.
Mobile numbers are contained in the system (not visible), but messages can be sent to the phone.
Chat logs are stored.
Public 360
(System owner: Head of Service Development )
UiA's archiving system. It contains all material deemed worth archiving and may include various kinds of sensitive information, including sensitive personal data.
Unit4 ERP financial system
(System owner: Director of Finance and Campus Management)
Contains information about customers and suppliers, including names, addresses and payment information and history.
Users of the system are registered with name, username and email address.
Oria library system
(System owner: Library Director)
Borrowers are typically registered with their national identification numbers. Loans are recorded. A history of individuals’ past loans is not retained.
Access control system
(System owner: Director of Finance and Campus Management)
Access cards for buildings (for students: student ID) contain no personal data beyond what is printed on the card.
In the data system that manages the access control, national identification numbers, names, photos, signatures, PIN codes and study-related information affecting building access (such as year of study, end date, etc.) are stored.
Overview of keys
(System owner: Director of Finance and Campus Management)
Overview of physical keys. Contains information about employee numbers, names and the areas for which access has been granted.
Print system
(System owner: Director of IT)
Contains information about usernames and organizational affiliations.
ServiceNow
(System owner: Director of IT)
Customer service system. Contains information about cases for which students and staff have contacted UiA for assistance.
Make - newsletter
(System owner: Division of Communication)
Make is UiA's newsletter provider and is used internally for staff and students and for specific purposes.
Usage is limited to communication staff at UiA.
The service has:
- Consent functionality, where consent is given and withdrawn by each recipient.
- Functionality for logging recipients' usage patterns.
It is possible to unsubscribe at any time via a link in the newsletter. Names and email addresses are deleted from our lists upon unsubscribing. Email addresses or other personal information are not distributed further.
Make adheres to GDPR legislation and stores all personal data in Norway. More information is available at Make (in Norwegian).
Cerebrum
(System owner: Director of IT)
User administrative system for user accounts and their associated rights.
Cerebrum receives information about individuals and their roles from the source systems FS and SAP HR. It then transfers information about individuals, usernames, roles and rights to other systems such as the LDAP directory, Unix, Entra ID, email system, etc.
System logs
(System owner: Director of IT)
Logging is a necessary part of IT system operations, capturing activities such as logins and the sending and receiving of emails.
Temporary files
Internet activity on individual PCs and personal home areas is recorded as history, temporary files and cookies. Users can delete this information through options available in their web browser settings.
Additionally, each application may store temporary files specific to that application.