Data Retention Policy

The office of Virtual Education collects log information on a wide range of online activities for one year (365 days), such as, but not limited to:

User Accounts:

  • Log in and out to the second
  • Full username
  • IP address used for login
  • Any click of a link inside of Moodle
  • Quiz/Test activity per question at times
  • Forum entry
  • Messages to and from users

Teacher/Facilitators:

  • Any of the above
  • Editing of page information
  • Grade book entry
  • Viewing/Editing of student activity
  • The receiver’s name to which you change something

Managers:

  • Any of the above
  • Editing of system pages
  • Editing and updates of user accounts; i.e. Rights management

Administrators:

  • Any of the above
  • Any system change

All of the above documents are retained in electronic form.

Retention of specific documents may be necessary to:

  • Fulfill statutory or other regulatory requirements. i.e. FERPA, CIPA, NCIPA
  • Evidence events/agreements in the case of disputes from students or districts
  • Final grades are stored indefinitely, per state statute.
  • Meet operational needs, projections, time sheets, etc.

Conversely, the permanent retention of all documents is undesirable, and appropriate disposal is to be encouraged for the following reasons:

  • To avoid unnecessary/excessive use of storage space
  • Indefinite retention of personal data may be unlawful.
  • To keep server file size at a manageable level.

Good practice in records management emphasizes the importance of organizations having in place systems for the timely and secure disposal of documents/records that are no longer required for business purposes.

Grade Dispute

On rare occasions, VirtualSC may become involved in disputes. Log files will be used to show compliance with VirtualSC policy.  After one month (30 calendar days) disputes with class activity and grades cannot be disputed as per the VirtualSC Grade Dispute Policy.  System logs will only be retained for data and training purposes after 30 calendar days and will not be used for grade disputes.

 Student Records in OpenSiS/Moodle or any future system:

Logs of activity  – 1 year

Course copies – 1 year

Course drop/add; pass/fail, registration forms – Permanent

Class schedules, and personal data forms – Permanent

Transfer requests – Permanent

Teacher/Student messages – Permanent