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Higher Education data: social media monitoring

Jen Persson made this Freedom of Information request to Roehampton University as part of a batch sent to 124 authorities

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Dear Roehampton University,

FOI request re: Student social media monitoring

Please provide the following information under the FOI Act 2000, regards processing of students' social media accounts, whether routinely or based on an individual need case -- for example but not exclusively, Facebook, Twitter, Instagram, YouTube, TikTok, WhatsApp, Tumblr, Pinterest, Flickr and Medium-- by or on behalf of the University in a formal, systemic or other recognised process for investigations including for University PR or management of reputational risk purposes. (This excludes for example, one Academic looking at one student's posts for personal reasons.) Relevant time period: since January 2016.

1. Provide a copy of your University policy for your administrators or equivalent, on the monitoring or use of social media in investigations, for the purposes of the Prevent programme, including for reputational management. (please confirm if you do not have one, and which do apply)

2. Does your University either conduct overt (ie students are informed) and/or covert (students are not explicitly informed at the time of the surveillance) social media intelligence gathering?

a. If yes (2), please specify whether this includes profiling individuals, conducting investigations, monitoring individuals, monitoring groups, monitoring locations, gathering intelligence, for recruitment purposes, or purposes of reputational risk, or state what it is if other.

b. If your University does conduct social media intelligence/monitoring, please specify which social media may be in scope.

c. Does your University conduct social media monitoring exclusively for the purposes of the Prevent programme?

d. If yes, to c. if the University has conducted covert social media monitoring, for the purposes of the Prevent programme, please confirm the number of any warrants obtained in the last two years for this purpose, or police or Home Office requests to do so, if any or none.

3. If you conduct social media intelligence relating to social media platforms, please provide a copy of:

a. Relevant [sections of the] privacy policy;
b. the data protection impact assessment;
c. privacy impact assessment;
d. equality and human rights impact assessment
e. training materials for those conducting social media surveillance

Please state if you do not have any of the above.

4. Please confirm whether or not your University uses software and/or hardware to conduct social network / social media monitoring and/or in relation to sentiment analysis on social media.

a. If yes, please state the name of the company / provider.

b. If no, please state whether the University has developed internal methods to conduct automated analysis of social media / social network monitoring.

5. Please confirm, if not stated already in the above, the policy on deletion of data obtained from social networking sites.

6. If not already set out in the guidance documents above, please explain:

a. In what areas of the University’s work social media monitoring is used (ie finance department)
b. What criteria must be satisfied in order for social media monitoring to be carried out
c. Who must authorise the request to conduct social media monitoring
d. What is the process for conducting social media monitoring
e. How long is data collected and retained?
f. Is there any process for requesting deletion by the subject (person whose social media is surveilled)?

7. Please state how regularly social media monitoring is used, on what volume of individuals (ie targeted for individual situations or every students on the network) Please provide the figures as available, preferably in excel, and by month or on the available basis you have, since January 2016.

8. Please provide the organisational name of any third party or authority to whom such information gathered has been passed on, and which information types (e.g. name, report of X) in the time period since the University has undertaken such monitoring. (For example but not only: Since January 2016 -- X number of referals to Student disciplinary boards, X to internal student loans administration, X to external student loan administration (Student Loans Company or other), HESA, the OfS, Other universities, Police, the Home Office.) etc.

9. If the university does monitor students' social media, please cofirm if the same policy has continued and been applied since March 23, 2020 (lockdown) in the COVID-19 crisis?

Thank you for your consideration.
Sincerely,

Jen Persson

FOI, Roehampton University

Dear Ms Persson

Receipt of your FOI request is acknowledged.

 

We aim to respond to your Freedom of Information Request as soon as
possible and within the 20 day statutory deadline; however please be
advised that there may be a delay due to the current
Coronavirus pandemic. This has impacted organisational resources and
demands on staff time. This therefore means that we may need to prioritise
or modify the way we work in information governance. 

 

We hope that you will understand the challenging demands in the
Coronavirus pandemic but please be reassured that we will do all we
reasonably can to respond to you within the statutory timeframe.

Kind regards

Alison Bainbridge
Information Access Manager ( & Data Protection Officer)
020 8392 3104 calls will forward
[1]
DD

--------------------------------------------------------------------------

From: Jen Persson <[FOI #668337 email]>
Sent: 02 June 2020 16:56
To: FOI <[Roehampton University request email]>
Subject: Freedom of Information request - Higher Education data: social
media monitoring
 
Dear Roehampton University,

FOI request re: Student social media monitoring

Please provide the following information under the FOI Act 2000, regards
processing of students' social media accounts, whether routinely or based
on an individual need case -- for example but not exclusively, Facebook,
Twitter, Instagram, YouTube, TikTok, WhatsApp, Tumblr, Pinterest, Flickr
and Medium--  by or  on behalf of the University in a formal, systemic or
other recognised process for investigations including for University PR or
management of reputational risk purposes. (This excludes for example, one
Academic looking at one student's posts for personal reasons.)  Relevant
time period: since January 2016.

1. Provide a copy of your University policy for your administrators or
equivalent,  on the monitoring or use of social media in investigations,
for the purposes of the Prevent programme, including for reputational
management. (please confirm if you do not have one, and which  do apply)

2. Does your University either conduct overt (ie students are informed)
and/or covert (students are not explicitly informed at the time of the
surveillance) social media intelligence gathering?

a. If yes (2), please specify whether this includes profiling individuals,
conducting investigations, monitoring individuals, monitoring groups,
monitoring locations, gathering intelligence, for recruitment purposes, or
purposes of reputational risk, or state what it is if other.

b. If your University does conduct social media intelligence/monitoring,
please specify which social media may be in scope.

c. Does your University conduct social media monitoring exclusively for
the purposes of the Prevent programme?

d. If yes, to c. if the University has conducted covert social media
monitoring, for the purposes of the Prevent programme, please confirm the
number of any warrants obtained in the last two years for this purpose, or
police or Home Office requests to do so, if any or none.

3. If you conduct social media intelligence relating to social media
platforms, please provide a copy of:

a. Relevant [sections of the] privacy policy;
b. the data protection impact assessment;
c. privacy impact assessment;
d. equality and human rights impact assessment
e. training materials for those conducting social media surveillance

Please state if you do not have any of the above.

4. Please confirm whether or not your University uses software and/or
hardware to conduct social network / social media monitoring and/or in
relation to sentiment analysis on social media.

a. If yes, please state the name of the company / provider.

b. If no, please state whether the University has developed internal
methods to conduct automated analysis of social media / social network
monitoring.

5. Please confirm, if not stated already in the above, the policy on
deletion of data obtained from social networking sites.

6. If not already set out in the guidance documents above, please explain:

a. In what areas of the University’s work social media monitoring is used
(ie finance department)
b. What criteria must be satisfied in order for social media monitoring to
be carried out
c. Who must authorise the request to conduct social media monitoring
d. What is the process for conducting social media monitoring
e. How long is data collected and retained?
f. Is there any process for requesting deletion by the subject (person
whose social media is surveilled)?

7. Please state how regularly social media monitoring is used, on what
volume of individuals (ie targeted for individual situations or every
students on the network) Please provide the figures as available,
preferably in excel, and by month or on the available basis you have,
since January 2016.

8. Please provide the organisational name of any third party or authority
to whom such information gathered has been passed on, and which
information types (e.g. name, report of X) in the time period since the
University has undertaken such monitoring. (For example but not only:
Since January 2016 -- X number of referals to Student disciplinary boards,
X to internal student loans administration, X to external student loan
administration (Student Loans Company or other), HESA, the OfS, Other
universities, Police, the  Home Office.) etc.

9. If the university does monitor students' social media, please cofirm if
the same policy has continued and been applied since March 23, 2020
(lockdown) in the COVID-19 crisis?

Thank you for your consideration.
Sincerely,

Jen Persson

-------------------------------------------------------------------

Please use this email address for all replies to this request:
[FOI #668337 email]

Is [Roehampton University request email] the wrong address for Freedom of Information
requests to Roehampton University? If so, please contact us using this
form:
[2]https://eur02.safelinks.protection.outlo...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[3]https://eur02.safelinks.protection.outlo...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[4]https://eur02.safelinks.protection.outlo...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

-------------------------------------------------------------------

Consider the environment. Please do not print this e-mail unless you
really need to.

show quoted sections

FOI, Roehampton University

1 Attachment

Dear Ms Persson
With reference to the FOI request below and with apologies for the delay,
please find our request attached.
Best wishes
Alison Bainbridge
Information Access Manager (& Data Protection Officer)
I am currently working remotely please telephone 020 8392 3104 and your
call will be transferred.

--------------------------------------------------------------------------

From: Jen Persson <[FOI #668337 email]>
Sent: 02 June 2020 16:56
To: FOI <[Roehampton University request email]>
Subject: Freedom of Information request - Higher Education data: social
media monitoring
 
Dear Roehampton University,

FOI request re: Student social media monitoring

Please provide the following information under the FOI Act 2000, regards
processing of students' social media accounts, whether routinely or based
on an individual need case -- for example but not exclusively, Facebook,
Twitter, Instagram, YouTube, TikTok, WhatsApp, Tumblr, Pinterest, Flickr
and Medium--  by or  on behalf of the University in a formal, systemic or
other recognised process for investigations including for University PR or
management of reputational risk purposes. (This excludes for example, one
Academic looking at one student's posts for personal reasons.)  Relevant
time period: since January 2016.

1. Provide a copy of your University policy for your administrators or
equivalent,  on the monitoring or use of social media in investigations,
for the purposes of the Prevent programme, including for reputational
management. (please confirm if you do not have one, and which  do apply)

2. Does your University either conduct overt (ie students are informed)
and/or covert (students are not explicitly informed at the time of the
surveillance) social media intelligence gathering?

a. If yes (2), please specify whether this includes profiling individuals,
conducting investigations, monitoring individuals, monitoring groups,
monitoring locations, gathering intelligence, for recruitment purposes, or
purposes of reputational risk, or state what it is if other.

b. If your University does conduct social media intelligence/monitoring,
please specify which social media may be in scope.

c. Does your University conduct social media monitoring exclusively for
the purposes of the Prevent programme?

d. If yes, to c. if the University has conducted covert social media
monitoring, for the purposes of the Prevent programme, please confirm the
number of any warrants obtained in the last two years for this purpose, or
police or Home Office requests to do so, if any or none.

3. If you conduct social media intelligence relating to social media
platforms, please provide a copy of:

a. Relevant [sections of the] privacy policy;
b. the data protection impact assessment;
c. privacy impact assessment;
d. equality and human rights impact assessment
e. training materials for those conducting social media surveillance

Please state if you do not have any of the above.

4. Please confirm whether or not your University uses software and/or
hardware to conduct social network / social media monitoring and/or in
relation to sentiment analysis on social media.

a. If yes, please state the name of the company / provider.

b. If no, please state whether the University has developed internal
methods to conduct automated analysis of social media / social network
monitoring.

5. Please confirm, if not stated already in the above, the policy on
deletion of data obtained from social networking sites.

6. If not already set out in the guidance documents above, please explain:

a. In what areas of the University’s work social media monitoring is used
(ie finance department)
b. What criteria must be satisfied in order for social media monitoring to
be carried out
c. Who must authorise the request to conduct social media monitoring
d. What is the process for conducting social media monitoring
e. How long is data collected and retained?
f. Is there any process for requesting deletion by the subject (person
whose social media is surveilled)?

7. Please state how regularly social media monitoring is used, on what
volume of individuals (ie targeted for individual situations or every
students on the network) Please provide the figures as available,
preferably in excel, and by month or on the available basis you have,
since January 2016.

8. Please provide the organisational name of any third party or authority
to whom such information gathered has been passed on, and which
information types (e.g. name, report of X) in the time period since the
University has undertaken such monitoring. (For example but not only:
Since January 2016 -- X number of referals to Student disciplinary boards,
X to internal student loans administration, X to external student loan
administration (Student Loans Company or other), HESA, the OfS, Other
universities, Police, the  Home Office.) etc.

9. If the university does monitor students' social media, please cofirm if
the same policy has continued and been applied since March 23, 2020
(lockdown) in the COVID-19 crisis?

Thank you for your consideration.
Sincerely,

Jen Persson

-------------------------------------------------------------------

Please use this email address for all replies to this request:
[FOI #668337 email]

Is [Roehampton University request email] the wrong address for Freedom of Information
requests to Roehampton University? If so, please contact us using this
form:
[1]https://eur02.safelinks.protection.outlo...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[2]https://eur02.safelinks.protection.outlo...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[3]https://eur02.safelinks.protection.outlo...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

-------------------------------------------------------------------

Consider the environment. Please do not print this e-mail unless you
really need to.

show quoted sections

We don't know whether the most recent response to this request contains information or not – if you are Jen Persson please sign in and let everyone know.