digital footprint

student logins, shared emails and student privacy

Email

Email

Not every student has their own email, for various reasons.   This may include:

  • student is not a regular computer user and is accessing the course from a friend’s account;
  • student’s workplace is coordinating the enrollment and provides one contact email address;
  • it is a small workplace and they don’t have unique emails.

But, as a registered training organisation (RTO) have you considered whether using a shared email complies with your responsibilities to keep the student’s records, progress and results confidential?
Think about it. Your online course welcome message may include login details, including a password to your no-longer-secure learning management system, all course progression messages may be linked to an email and assessment feedback sent via email.

Your confidence in assessment submission authenticity is weakened as you can’t be sure who really submitted that work, and unless you have face to face contact with the student or build an online profile for the student’s digital identity, any determination could be reasonably challenged.

I would recommend:

  • Help the student create their own email using a free account and provide basic support until the student is confident in accessing and responding to emails.  Students can usually use computers at the local library if they don’t have one at home.

If your student does need to use a shared email,  you should also do these four things:

  1. Ask the student to sign an Authority to Release Information form giving permission for the shared email owner/s to see their online participation records.
  2. Change your assessment strategy to include a signed Declaration of Authenticity for assessment submissions (similar to the process followed for posted assessment submissions)  You may need to strengthen your assessment to include on off-line task.  This is reasonable adjustment to maintain validity.
  3. Ensure the online teacher/assessor includes ‘This message is for student xxx’ in any emails so that the receiver is prompted to pass on the message.
  4. Change your facilitation strategy to include more student contact so that the assessor is confident who is submitting the final work.  This means more regular phone calls, perhaps trying out a video or web cam session, visiting on site if possible, or inviting the student into a face to face class.