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Data Privacy Notice 

Effective starting: January 7, 2022

This Privacy Policy informs the NDU-LMS Users of the policies and procedures regarding the collection, use, and disclosure of personal information we receive from the academic administrators, faculty, and students registered in the https://ndu-lms.education.  This Privacy Policy applies only to information that is provided to us and explains what we do with the information, how we share it, and how we handle the content placed. It also explains the users’ rights and the choices available in the use of users’ personal information and how users can access and update their information.

We at the NDU-LMS respect and value your privacy. We believe that you are entitled to know how we use and protect your personal information. We give the notice to inform you of the ways in which we process your personal information and the means by which you can control, to a certain extent of these processes.

While this notice is intended for NDU-LMS Users, we stress that we handle and protect all information in the same manner we handle and protect the information of every individual.

Who is providing us the information?

NDU-LMS officially requests the information from the Human Resource Management Officer for academic administrators and faculty members; Registrar’s Office for the tertiary students; and Basic Education Director for the basic education students (ETD, JHS, SHS).

What personal information do we collect?

NDU-LMS collects personal information on the following:

• Academic Administrators and Faculty -  First Name, Middle Name, Last Name, email address
• Students – Student ID Number, Student First Name, Student Middle Name, Student Last Name, email address

The email address used in the Users Account is the official email of Notre Dame University @ndu.edu.ph.

How do we take care of your personal data?

NDU-LMS stores information in the User’s Account database of the platform. All user accounts are secured with an individual username and password. The users are given a default password to access the site and are required to change the password upon logging in to their respective accounts. The security of your personal data is important to us and we take reasonable steps to protect it from misuse, interference, loss, unauthorized access, modification, and unauthorized disclosure by establishing and enforcing the following:

• Document storage security policies
• Security measures to control access to NDU-LMS system
• Strict selection of third party data processors and partners
  
• Electronic security systems such as firewalls and data encryption of the site
• The database is secured and encrypted to protect your information
• User-level control is implemented to limit and control access to information
• Limitations on access to personal data

We may store your personal data physically or electronically with third party data storage providers.  We use contractual agreements to ensure those providers take appropriate compliant measures to protect the information and restrict the uses to which the information is collected for the purpose it is stored.

In the case of virus intrusion, NDU-LMS will automatically shut down the site and shall inform the subjects/users and the case will be reported to the Data Protection Officer (DPO) of the university.

What happens when we no longer need your information?

We will only retain your information for as long as you are an academic administrator, faculty, and bonafide student of Notre Dame University. We will delete/remove your personal data when you officially graduated or transferred to other schools.

How and why do we use your personal data?

We use your personal data for the following reasons, mainly:

• To create the Users’ Account intended for teaching-learning purposes
• To identify and authenticate your identity when you log in to the NDU-LMS Site
  
• To enroll in a class during the term
• To view, track, and grade your activities of the course
  
• To monitor your class performance
• To monitor your login details such as login date and time

 The NDU-LMS does not share your personal data information to other Personal Information Processors (PIP) for whatever purpose.

How and why do we access or correct your personal data?

Users have the right to ask for a copy of their personal information, the right to rectify it, and the right to be deleted (whenever necessary). To do so, please contact the LMS Administrator through email ndu-lms@ndu.edu.ph or telephone number 421-2698 local 359.

Data Privacy requests and other concerns

For your data privacy concerns and requests. You may contact our Data Protection Officer at ICT Department, Notre Dame University, Cotabato City telephone number 421-2698 local 329.

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NDU LMS Implementing Policy

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POLICY STATEMENT

To assist the University in maintaining compliance with applicable policy, procedures, and guidelines, this policy addresses important considerations in the use of a Learning Management System (LMS) at Notre Dame University. The Office of Learning Management System administers the LMS to ensure optimal performance, manage user accounts, safeguards user privacy and data, and provides technical support for University academic administrators, faculty and students.

NDU-LMS is the official learning management system supported by the University. The LMS is powered by Moodle Platform and an official registered email @ndu.edu.ph. This policy applies to all academic administrators, faculty, and students who use the learning management system.

This policy does not cover independent use of any LMS which is not supported as the official University LMS, nor external tools not managed by the University which instructors might deploy to supplement their courses (e.g. external blogs, etc).

DEFINITIONS

Learning Management System (LMS) means a flexible, web-based program for teaching and learning used to supplement courses requiring personal attendance or as the principal delivery the mechanism for online courses and other programs that the University may adopt from time to time.

User means any academic administrator, faculty and students of the University accessing the learning management system.

Guest Account refers to other people are given access to NDU-LMS for a specific purpose related to teaching-learning educational platform and content such as PAASCU Accreditors, ISA Accreditors, CHED Officials, and other-related purposes with academic interest.

Course Creator means university academic administrator and faculty who are the author or have provisioned the source of materials for use in the learning management system.

Material means a work, a performer’s performance, a sound recording, or a communication signal, or any substantial portion thereof, as defined in the Copyright Act.

External Learning Tool (ELT) means an internet-based learning application that is not a part of the learning management system.

NDU-LMS means Notre Dame University’s Learning Management System.

LMS STANDARD PROCEDURES AND GUIDELINES

LMS Management and Administration

1. The Office of Learning Management System is responsible for the administration of the LMS.
2. The LMS Administrator is responsible for the management and administration of all aspects of the LMS including but not limited to:
   • User interface components and design, navigation links, and tool configuration and availability.
   • Course components including site design and structure, course codes and term designations.
   • External Learning Tools and other services integration.
3. Requests for changes to standard templates and configurations within the LMS shall be made to the LMS Administrator. Requests will be assessed by the LMS Administrator, and if approved will follow standard web design practices and principles for usability and accessibility.

User Management and Access

1. All Users must be authenticated with unique credentials, and use the LMS for University-affiliated purposes only.
2. All users must access the system through an assigned username account.
3. In order to ensure privacy, protection of intellectual property, and the integrity of materials, access to courses in the LMS is regulated.
4. Employees may be granted access to courses when requested by the Course Creators for pedagogical and advisory purposes. These requests for access must be forwarded in writing to the LMS Administrator.
5. In certain circumstances, a person, group, or organization, other than the Users who are affiliated with the University may request access to the LMS for approved University purposes. When deemed appropriate, and within the licensing limitations of the LMS, a Guest Account with a defined LMS user role may be created. All requests for a Guest Account must be received and approved by the LMS Administrator.
6. Faculty members and staff other than the LMS Administrator are responsible for obtaining written permission from the course creator of record in order to receive access to another Course Creator’s LMS course.
7. A User’s account is deemed “inactive” if they have not logged into the LMS at least once over a period of two (2) years. Inactive accounts will be deleted on a yearly basis.
8. All Users are required to comply with the University’s “Use of IT Policy” implemented by the Information and Communications Technology (ICT) Department.
9. All users must maintain an air of decorum when creating personal profiles. This includes profile pictures and displayed names. Users may not create profiles containing demeaning or derogatory language nor did images deem as vulgar or otherwise offensive. Users may report offensive profiles at ndu-lms@ndu.edu.ph. Any profiles reported or discovered will be investigated and removed accordingly.
10. All users are required to check the correctness of their information especially their email address.
11. Students should use a web browser on their phones or computers when having examinations or quizzes and when uploading files on the site.

Confidentiality and Privacy of Information

1. Confidentiality and privacy of information with the LMS are maintained via authentication using an assigned and authorized user account.
2. All users are required to comply with the "LMS Data Privacy Notice”.

Course Creation Process

1. The course creator shall access the site https://www.ndu-lms.education and shall search their user account in the respective college and department.
2. Course sites are created by the LMS Administrator for the academic administrators and faculty to create their courses and their content.
3. The process of Course Creation/Adding New Subject is found in “Appendix A” in this document.  

Use of Copyrighted Materials in the Learning Management System

1. Course Creators may post copyrighted materials to the LMS only in compliance with the R.A. 8293 known as “Intellectual Property Code of the Philippines”. This applies to all copyrighted materials links to materials, including materials used in the University GSuite Studio.
2. Course Creators are strongly encouraged to follow standard file management practices and are responsible to maintain backup copies of all materials outside of the LMS.
3. Files and pictures with more than 5 MB of size must be saved in Google Drive and only the link must be posted on the NDU LMS site. Make sure to permit the students to access and view the files and pictures.
4. Only the link to the videos must be posted on the NDU LMS site. In case that the video is on Youtube, post the video using the Forum activity to allow the students to watch it on the NDU LMS site.

Copying Course Content from Learning Management System Courses

            Course Materials, including slides, notes, outlines, presentations, handouts, tests, exams, and other course and lecture Materials, shall not be copied to another course without the written consent of the Course Creator.

Backup and Deletion of Learning Management Courses

1. Course Creators are responsible for creating and maintaining backups of their own LMS courses.
2. The LMS Administrator will on request provide instruction on the Course Creator regarding how to create backups of LMS course content.
3. All courses stored in LMS will be deleted by the University thirty-six (36) months after the course Inactivity Date. Deleted files will be stored in the archive of the LMS Physical Backup Server.
4. Course Creators may request their course deletions provided the requested date is at least one (1) year after the course Inactivity Date and all appeal deadlines have passed.
5. All requests for course deletions must be sent to the LMS Administrator in writing duly approved by their respective Program Head and College Dean.

System Maintenance, Outages, and Upgrades

1. The LMS Administrator will notify all Users in advance of any LMS outages for regularly scheduled maintenance or upgrades. Outages will be scheduled during specific periods such that the impact (or inconvenience) on Users is kept to a minimum.
2. It is the responsibility of the Users to read all notifications posted by the LMS Administrator.
3. Faculty should consider planned outages when scheduling assignments and examinations.

Support and Troubleshooting

            All requests for NDU-LMS support of assistance should be sent to the email address: ndu-lms@ndu.edu.ph

LMS ROLES AND RESPONSIBILITIES

The Office of Learning Management System supports faculty instructional efforts to utilize the NDU-LMS for synchronous and asynchronous classes.  The staff of the learning management system administers the NDU-LMS, provides technical support, offers instructional design services, and delivers training to faculty in best practices of online course development and instructional technology implementation.

The Learning Management System Coordinator intends to improve student success by ensuring optimal performance of the NDU-LMS by overseeing system access authorizations, managing account creations, maintaining system operations, training users, and providing technical support.

The Information and Communications Technology department ensures that the internet connectivity, technical services and other physical infrastructure are ready to use.

The College/Unit Core Team supports and assists the faculty of their respective college/unit in the use of NDU-LMS functionalities and features. They are responsible for monitoring the progress of the faculty in the use of NDU-LMS and as such give performance feedback to NDU-LMS Administrator for possible interference (when necessary)

APPLICABILITY

 This policy shall apply to the academic administrator, faculty, and students utilizing the NDU-LMS for instructional and/or learning purposes.

SUPPORT

The Office of Learning Management System is responsible for technical assistance and support of the University LMS and does so by providing 24/7 technical support for the LMS 365 days a year.

On-campus users can visit the Learning Management System Office to receive assistance during regular University business hours on weekdays.

Users can also obtain help outside of regular business hours by using one of the following methods:

Email to the ndu-lms@ndu.edu.ph

Telephone number 421-2698 local 359

TRAINING FOR USERS

 University-wide faculty training took place in AY 2020-2021, however, a Retooling Sessions will be conducted to enhance the users’ capability to use the LMS functionalities and features.

The LMS Staff may conduct regular training in the form of professional development workshops, one-on-one consultations, webinars, and group trainings. The training is scheduled according to the need of the Users.

The LMS Staff facilitates online orientation courses for faculty and students which can be accessed in the LMS Site Home. The LMS Staff develops specific video tutorials and written documents (pdf) and tools for faculty and students’ guide. In addition, the LMS Staff will perform LMS presentations to on-ground courses as requested by faculty members.