Privacy Impact Assessments for learning technologies

A Privacy Impact Assessment (PIA) is to assist in identifying privacy-invasive impacts, and in evaluating solutions to mitigate privacy risks when using third party technologies to aid teaching, learning and student engagement.

Lodging a request for a new learning technology

You may request a new learning technology to be integrated with the LMS, or that a new tool to be considered for central deployment.

This is a two step process.

  1. Complete the Initiative Idea Form with IT Services.
  2. Upon successful application, fill in the LTI Request Form with Learning Environments.
    As part of the request, you must include the Privacy Impact Assessment (PIA) application number and the status of the PIA application.

What is a Privacy Impact Assessment (PIA)?

When using third party technologies to aid teaching, learning and student engagement in classes, a Privacy Impact Assessment (PIA) may be required.

This is important to ensure that any third party technology providers who may require the student’s personal information to provide the sought teaching and learning activities meet the University’s legal obligations under applicable privacy laws.

If the PIA gets rejected, the Learning Environments team cannot implement the tool, and the tool may not be used independently either as it has not met the requirements of the University in regards to its obligations for handling student data or privacy.

When is a PIA required?

You may be required to complete a Privacy Impact Assessment conducted by the Privacy, Cybersecurity and Records teams, when you want to introduce or request a third party technology not already provided by the University and the platform requires students to provide identifying information to enable access (student name, ID, email or a combination of these) and/or if using the technology is a requirement to full participation in the class/assessment.

PIAs for existing learning technology

Privacy Impact Assessments have been completed for the technologies listed below. This list will be routinely updated. If you wish to obtain further details, please state the appropriate PIA reference number when contacting the Learning Environments team.

Technology Data disclosed to provider PIA Reference Number
Adobe Scanner Student LTI code, full name, student email address, unimelb username, assessments (exam papers, assignments) PIA0627-2020
Ally Student LTI code; full name; student email address; unimelb username PIA0467-2019
Big Blue Button Student LTI code, full name, student email address, unimelb username PIA0616-2020
Cadmus Student LTI code; full name; student email address; unimelb username; assessments (exam papers, assignments) PIA0293-2019
Canvas Student LTI code; full name; student email address; unimelb username PIA0197-2018
Echo360 Student LTI code; full name; student email address; unimelb username; data captured in lecture recordings (audio, image) PIA0467-2019
eReserve Student LTI code; full name; student email address; unimelb username PIA0467-2019
Explorance Blue Full name, student email address, student ID number, IP address, unimelb username PIA0684-2021
Feedback Fruits Student LTI code; full name; student email address; unimelb username PIA0467-2019
Gradescope Student LTI code; full name; student email address; unimelb username; assessments (exam papers, assignments) PIA0467-2019
H5P Student LTI code; full name; student email address; unimelb username PIA0467-2019
iThenticate Student LTI code; full name; student email address; unimelb username PIA0467-2019
Kaltura VMS Student LTI code; full name; student email address; unimelb username PIA0228-2018
Microsoft Teams Student LTI code; full name; student email address; unimelb username PIA0467-2019
Office Lens Student LTI code, full name, student email address, unimelb username, assessments (exam papers, assignments) PIA0626-2020
Padlet Student LTI code; full name; student email address; unimelb username PIA0467-2019
PebblePad Student LTI code; full name; student email address; unimelb username PIA0557-2020
Perusall Student LTI code; full name; student email address; unimelb username PIA0460-2019
Piazza Student LTI code; full name; student email address; unimelb username PIA0467-2019
Poll Everywhere Full name; student email address; unimelb username PIA0467-2019
Qualtrics Student LTI code; full name; student email address; unimelb username PIA0198-2018
Turnitin Student LTI code; full name; student email address; unimelb username PIA0467-2019
Vitalsource Student LTI code; full name; student email address; unimelb username PIA0212-2018
Zoom Student LTI code; full name; student email address; unimelb username PIA0467-2019