Managing support for students with special needs

Dans le cadre et pour les besoins de l’accompagnement des étudiants à besoins spécifiques, l’Université de Namur traite les données des étudiants et des personnes qui établissent une attestation concernant des besoins spécifiques ou qui interviennent dans l’accompagnement des étudiants concernés.Dans le cadre et pour les besoins de l’accompagnement des étudiants à besoins spécifiques, l’Université de Namur traite les données des étudiants et des personnes qui établissent une attestation concernant des besoins spécifiques ou qui interviennent dans l’accompagnement des étudiants concernés.

For the purposes of managing support for students with special needs, the University of Namur processes data falling into the following categories:

• General identification data [category grouping the following type of data: surname, first name, postal address, e-mail addresses, copy of identity card, passport photograph, telephone number ...]
• Identifiers allocated by UNamur [category grouping the following type of data: student number, internal matricule number, eID for access to internal resources, access card identifiers, student card number ...]
• Personal characteristic data [category grouping the following type of data: date of birth, gender, place of birth, marital status and nationality, residence status in Belgium, mother tongue, languages spoken, possession of a driving license ...]
• Data relating to the student's educational and academic background [category grouping the following type of data: data relating to the student's academic career, annual program - teaching units taken - grades, credits, honors, diplomas obtained, country of issue of diploma(s), jury opinions, disciplinary decisions and appeals, final year work, internships completed...]
• Data relating to students' specific needs [category grouping the following type of data: data relating to specific needs to the support file, support plan, accommodations granted ...]
• Professional data [category grouping the following type of data: data relating to profession or professional activities, position in an entity outside the University, professional affiliations...]

These data are used to:

• Manage the receipt of support requests from students with special needs
• Manage the validation of the conditions required to benefit from accommodation
• Manage the establishment of an individualized support plan, its adaptations and renewals
• Manage the implementation of reasonable accommodation measures (including the provision of equipment)
• Manage the support of students with special needs in the event of mobility (Erasmus programs...)
• Conduct surveys on the operation of accommodations
• Evaluate support needs, notably by conducting statistical analyses
• Invite students with special needs to take part in activities or workshops set up by the University

The data processing activity is carried out insofar as it is necessary to perform a task of public interest related to education (Article 6, 1, e) of the RGPD).

In pursuit of the aforementioned purposes, the University of Namur is also required to process data relating to health. These data essentially concern difficulties linked to a state of health that justify accommodations for the benefit of the student concerned (type of disorder, time of onset, medical attestations...).

The processing of data falling into this particular category is justified by the fact that it is necessary for important public interest reasons (article 9, 2, g). As mentioned above, support for students with special needs is the subject of a decree dated January 30, 2014 on inclusive education for students with disabilities.

The categories of persons whose data are processed for the purposes of the activity are as follows:

• Registered students
• Former students
• Family members or persons informed of the data subject

The University also retains third-party attestations drawn up to certify the specific needs of the students concerned in which the data of the persons who drew them up are mentioned.

The data included in the processing activity comes from the following source(s):

• The person him/herself provided it once the application file is introduced by the student
• The data is generated by an activity of the person within the University, to take into account accommodations in teaching activities and tests
• The data is provided by a third party or comes from a third party database
• The data can indeed be provided by third parties involved in the accompaniment (for example, AVIQ) or by another higher education institution with which the application for specific status has been filed, or with which the student is registered (as part of an Erasmus program, for example).

Data are processed only by University individuals and departments for the purposes of carrying out the activity. Internal recipients of data mainly belong to the following categories:

• Staff of the University's administrative services
• Staff of faculties and departments

External recipients of data belong to the following categories:

• Education partners insofar as the file for acceptance of special needs student status is communicated to other institutions with which the student concerned registers, at the request of the student concerned.
• Public Service entities insofar as, in the context of support, data exchanges are likely to take place with third-party organizations involved (AVIQ ...).

The retention period is determined according to the need to retain the data for operational purposes depending on the purpose of its use. The file must be kept for the entire period during which the student pursues his or her program of study at the University of Namur, and must be able to be transferred to another institution at which the student concerned is pursuing his or her studies if the file was originally compiled at the University of Namur.

The persons concerned by data processing have rights which are described on the www.unamur.be/fr/vie-privee page. Any requests or questions relating to the files handled by this department can be addressed to sandrine.vieillevoye@unamur.be.