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The User Data Management page can be accessed from the Admin section in the Scaffold navigation. Users must have the permission Data Retention Management enabled, in order to access the page.
Academic Hold
When a student is placed on Academic Hold, it will prevent any courses they are enrolled in from being removed by any Retention Policies that an institution had created in their archive instance.
Adding an Academic Hold
To place a student on Academic Hold,
Select the “Add Academic Hold” button
In the User Details dialog, enter a students name and click search
From the search results, select the student you would like to place on an Academic Hold
The details for that student will the display
Confirm the information and the click “Set Academic Hold”
Click “Yes” to confirm the hold.
The student will then be placed on an Academic Hold and you can close out of the User Details dialog. The next time you refresh the page, the student will appear on the list of Academic Holds.
Removing an Academic Hold
To remove a student from Academic Hold,
Select the Student from the Academic Hold list
In the User Details dialog, confirm the Student’s information
Then select “Remove Academic Hold”
Click “Yes” to confirm
The student will then be removed from the Academic Hold.
Deleting Students Data Delete
The Removal Request tab on the User Data Management page is where institutions are able to delete all data for a specific user (e.g. Student). Once the Student’s data has been deleted all course and submission data for that student will no longer be available and cannot be undone. Once the data is deleted it is permanently deleted.
Requesting User's Data Deletion
From the Removal Request tab,
Select the “Remove Student Data” button
In the User Details dialog, enter the student’s name and click search
From the search results, select the student you would like to delete the data for.
The details for the student will then display
Confirm the information and the click “Remove Student Data”
In the confirmation window, type delete
Then click “Yes” to confirm
The student will then be placed in a “Pending Removal” status and you can close out of the User Details dialog. The next time you refresh the page, the student will appear on the list of Removal Requests.
Students will sit in a “Pending Removal” status for 60 days. After the 60 days, when the monthly scheduler runs, all data related to that student will be deleted. Once the student’s data is deleted, it cannot be undone.
Removing a Student Deletion Request
When a student is sitting in a “Pending Removal” status, institutions are able to cancel the request.
To remove a Student from Pending Removal,
From the Removal Request list, select the student to remove.
The User Details dialog will appear.
Confirm the student’s details and click “Restore Student Data”
The student will be removed from the list of Removal Requests.
Q & A
Does placing an Academic Hold on a student, prevent any Data Retention rules from being met?
Yes, placing an Academic Hold on any student will prevent any Retention rules from being met. For example, any course that the student is enrolled in will prevent any Course of those courses from meeting the Retention Rules.
I have a student on an Academic Hold, however when I look at the students details, why do the courses in their list of enrollments do not show there is an Academic Hold on the course?
Although the Academic Hold on the Student will prevent the courses from meeting their Retention Policy, the Academic Hold was placed on the student and not the course.
After requesting a student data deletion, how long until the student’s data is deleted?
Once a request for the Student’s Data to be deleted is submitted, students will sit in a “Pending Removal” status for 60 days. After the 60 days, the next time the monthly scheduler runs, the Student’s Data will be deleted.
How often is the Scheduler for the Data Deletion ran?
The scheduler is ran once a month, on the last Saturday of the Month at midnight UTC time. Once the Scheduler kicks off, it is ran through all institutions archive instances. Since the Scheduler is ran through all institutions, the scheduler may not start on your institutions instance at midnight UTC time.