Educational Data Utilization
Hiroshima University Educational Data Utilization
Hiroshima University formulated the "Hiroshima University Basic Plan for DX Promotion" (hereinafter referred to as the "Basic Plan") in January 2021, which aims to create new value for the university by transforming education, research, and support administrative operations themselves based on the needs of stakeholders and society, using data and digital technology to respond to rapid changes in the education and research environment.
Based on this basic plan, in order to improve and support educational activities by analyzing educational data, we have formulated the "Hiroshima University Policy for the Educational Data Utilization" and the "Hiroshima University Policy for the Management of Educational Data" in order to effectively utilize data, including personal information, accumulated in information systems in the course of educational activities in compliance with relevant laws and regulations.
Hiroshima University Policy for the Educational Data Utilization
Partially amended on July 24, 2023
Statement on Educational Data Utilization (EDU)
As a higher education institution that promotes reforms based on a high level of IR, Hiroshima University will acquire, retain and analyze data related to daily teaching and learning in a secure manner, thereby striving to improve education and support students' learning based on objective data. The University will also make public the wisdom gained through utilizing such data, thereby contributing to the welfare of the public and humanity.
Eight Principles for the Handling of Educational Data
Hiroshima University will adhere to the principles listed below, comply with the Act on the Protection of Personal Information and other relevant laws and regulations, respect privacy, handle Educational Data as personal information, and operate such data with the utmost consideration for the wishes of the right holders thereof.
1. We will specify the purpose of use and will not use the data for any other purposes.
2. We will clearly state the methods of use and results.
3. We will allow right holders to withdraw their consent for the Educational Data Utilization at any time.
4. We will comply with the Act on the Protection of Personal Information and other relevant laws and regulations.
5. We will allow right holders to access their data at any time.
6. In publishing data analysis results, we will ensure that no individuals will be identified in any case.
7. We will take appropriate security control measures on data.
8. We will contribute to the welfare of humanity by sharing research results and data.
Guidelines on the Educational Data Utilization
（Purpose）
Hiroshima University (hereinafter, the "University") sets forth as follows the guidelines for the effective utilization of data, including personal information, accumulated in its information systems and the like in the course of performing educational activities (hereinafter, the "Educational Data"), in compliance with the relevant laws and regulations, not only for the improvement of education at one institution but also for the welfare of higher education in Japan in general and, by extension, of humanity.
[Explanation]
For the purpose of these Guidelines, "Utilization" means usage in research and other similar activities in order to support education. When performing work essential from the standpoint of study, such as approval of credits, the University will use the Educational Data with or without consent.
（Objective）
1. Educational Data, by being analyzed and visualized, are used for the purpose of supporting education and will not be used otherwise than for such purpose.
（System）
2. In order to achieve the foregoing objective, the University will assign the Data Supervisor to promote Educational Data Utilization and its research utilization and sharing.
（Acquisition of Educational Data）
3. The University shall specify data items to be acquired and its purpose to students and faculty members (hereinafter the "Data Subjects") and obtain their Agreement before acquiring the Educational Data. The Data Subjects may withdraw their consent at any time. In the event of any change in the data items to be acquired, the University shall give notice of such change to the Data Subjects.
[Explanation]
For the purpose of these Guidelines, "acquisition" means extract from the Educational Data after specifying the purpose and the data items, and obtaining consent.
（Management of Educational Data）
4. The Educational Data obtained are personal information and shall be properly managed in compliance with relevant laws and regulations, such as the Act on the Protection of Personal Information, and the University's relevant rules and regulations, such as the Regulations on the Handling of Personal Information and the Regulations on Information Security. The data shall be deleted after ten (10) years have elapsed from the date of their acquisition. In the cases where a public announcement is made based on such data, the data shall be stored for an additional ten (10) years from such announcement before being deleted. In addition, a Policy for the Management of Educational Data and systems for such management shall be established.
[Explanation]
This paragraph prescribes the management of acquired Educational Data (must be observed by those using such data). On the other hand, the Policy for the Management of Educational Data prescribes the general management of Educational Data (must be observed on an organizational level).
（Utilization of Educational Data）
5. The methods of viewing, analyzing, and otherwise utilizing the Educational Data shall be specified to the Data Subjects, and in the event of any changes, the details thereof shall be announced on the University's website or by other means. The viewing and analyzing of the Educational Data managed shall be restricted to the University's faculty members.
（Publication of Research Results）
6. Findings, etc. obtained through utilizing the Educational Data will be made available to the public so as to contribute to educational activities in Japan and the welfare of humanity. When publishing or presenting research findings, the University shall comply with its guidelines and regulations concerning research ethics.
（Miscellaneous）
7. Beyond what is prescribed in these Guidelines, necessary matters concerning the utilization of Educational Data shall be prescribed separately.
※Data item for the utilization in order to Support Education
| Data type | Data item |
| University data | University name, University classification |
| Personal data | Student Number, name, date of birth, sex, affiliation, year, date of enrollment, date of departure, nationality, alma mater, and history of registration status change |
| Academic affairs data | Eligible year, subject name, lecture date, course schedule, syllabus, supervisor, degree, and thesis/dissertation |
| Class design data | Educational objectives, syllabus (lesson plan), and content of guidance |
| Grades data | Final grade evaluation, number of credits, attendance, marks for quizzes and workbooks, marks for reports, TOEIC scores, and entrance exam data |
| Questionnaire surveys | Multiple choice and descriptive questionnaires |
| Descriptive data | Notes, reports, content described on blackboards, and e-portfolios |
| Assignments data | Quiz questions, answers, data of handwritten responses, comments, and explanations of report assignments |
| Teaching material contact data | Time spent viewing digital teaching materials (digital textbooks, videos, etc.), and notes, bookmarks, and underlines in the teaching materials |
| LMS data | Login history to LMS (Learning Management System), report submission times, bulletin boards, and test answering times |
| Usage data of information systems, etc. | Network connection history, communication history, access history to information systems, authentication history, and devices and applications in use |
| Environment information | Environment data, including lecture room temperatures, videos/sound, and weather |
| Health and biological information | Pulse, hours of sleep, sensor information such as from line-of-sight sensors and accelerometers, health checkup data, daily life data, such as diet, amount of exercise including number of steps, etc. |
※Examples of use of Educational Data
On a class basis
(1) To improve education and learning effects by providing teaching materials and questions suited to individuals
(2) To support teachers by predicting at-risk students, grades, etc.
(3) To visualize the learning history of individuals and support their self-reflection
(4) To support group creation and group work by using individuals' learning history
(5) To analyze students' characteristics based on the analysis of descriptive questionnaires and e-portfolios
(6) To support skill acquisition by using motion sensors, line-of-sight information, etc.
(7) To clarify the relationship between the state of health/exercise status and learning status
(8) To understand students' state of cognition/state of mind from their biological information and images
On a department, school, and university basis
(9) To revise teaching materials for the next semester and redesign course structures, thereby improving classes
(10) To optimally deploy students and instructors
(11) To improve the curriculums of courses, departments, and schools on an academic year basis
(12) To compare the characteristics of students in courses, departments, and schools from one academic year to the next
On the national level (Note 1)
(13) To present education methods and learning methods that are based on accumulated evidence and independent of individuals' subjective viewpoints or experience, and improve education in the country as a whole
(14) To support career design and lifelong education
(15) To advance learning by utilizing data from the perspectives of pedagogy, cognitive science, learning sciences, brain science, etc.
（Note 1） Findings, etc. obtained through utilizing the Educational Data may be shared in such a way that specific individuals cannot be identified, in order to contribute to educational activities in Japan and the welfare of humanity.
Hiroshima University Policy for the Management of Educational Data
1. Basic Approach
Hiroshima University (hereinafter, the "University") will do its utmost to protect data, including personal information, that have been accumulated in its information systems and the like in the course of performing educational activities (hereinafter, the "Educational Data").
The University will take multiple security measures according to the degree of impact and importance of the Educational Data, thereby being committed to preventing any leak of the data.
The University endeavors not to impair the rights or interests of students and faculty members concerned (hereinafter, the "Data Subjects") by adopting technical, human and organizational measures against external cyber attacks and internal fraud.
2.Measures for Protecting Data
（Technical measures）
Causes of information leaks are broadly divided into cyber attacks (external cause) and unauthorized removal (internal cause). The University will adopt the following technical measures against these threats.
・To prevent damage from cyber attacks, security measures will be implemented for the University's information systems. The situation will be monitored both internally and externally to ensure early detection of such attacks and a prompt response.
・To prevent unauthorized removal of the Educational Data, a user authentication function will be set up on the information systems in which the Educational Data are stored, and those with access to such data will be limited.
（Human measures）
In order to make the security measures more robust, measures intended for humans in addition to technical measures are required. To this end, the University will adopt the following human measures.
・Data Subjects will be made aware of relevant laws and regulations, such as the Act on the Protection of Personal Information, and the University's relevant rules and regulations, such as the Regulations on the Handling of Personal Information and the Regulations on Information Security, and will periodically receive education to acquire and maintain the knowledge necessary for preventing information leaks.
・Data Subjects will periodically receive security incident response training to enable them to promptly deal with security issues that have been recognized through monitoring or by other means.
（Organizational measures）
In order to ensure the implementation of technical and human measures, the University will establish an organizational framework aimed at maintaining security at the University.
・A Chief Information Security Officer (CISO), who is vested with general authority and responsibility for information security at the University, will be appointed, and the Information Security Promotion Organization, which functions as the Computer Security Incident Response Team (CSIRT) under the direction of the CISO, will be established.
・Supervisor will be appointed for each information system. Implementation procedures for information security have been formulated. The Information Security Promotion Organization will support the Supervisors by confirming the implementation status and effectiveness of relevant measures and providing guidance for improvement.
【For Inquiries】
Education Support Group, Department of Educational Affairs, Education Office, Hiroshima University
E-mail: kyoiku-jyoho＊office.hiroshima-u.ac.jp (Note：Please replace ＊ with @.)
