Skip to main content
DA / EN
DA / EN

Search

SDU Analytics

Responsible use of data in SDU Analytics

SDU Analytics uses data for management information, reporting and analyses, with a constant focus on ensuring that this is done responsibly and transparently. On this page, you can read what the data is used for, which rules and data ethics principles apply, and how SDU Analytics works with data sources and risk assessment.

How we ensure a solid data foundation

  • The primary purpose of using data in SDU Analytics is to ensure a well-consolidated data basis for use in SDU's exercise of authority.

    In practice, this means that SDU Analytics uses data to develop and maintain the following services based on data:

    Internal use:

    • Strategic management information delivered to the Rectorate of SDU.
    • Management information for planning delivered widely to SDU's organisation.
    • Documentation for follow-up on internal policies at SDU. Operational list extracts for specific case management of students. 

    External use:

    • Official reporting requirements to external authorities.
    • Briefings to external co-operation relations about SDU's development.
    • Display of selected information on sdu.dk

  • Most of the analytical support is published as web reports with aggregated statistics on SDU's Analysis Portal.

    SDU's Analysis Portal can be accessed with and without a licence via URL: https://kvaser.analytics.sdu.dk/

    Access via licence to SDU's Analysis Portal is granted to employees at SDU by agreement.

    SDU Analytics also communicates via the intranet SDUnet, where SDU Analytics has its own service page. Information about the analytical support is provided to all SDU employees. Students and external actors do not have access to SDU's Analysis Portal or the service page on SDUnet, but they can use the information made available via https://openanalytics.sdu.dk, where SDU Analytics presents statistics about SDU publicly available to the outside world in accordance with legislation on openness and transparency.

    SDU Analytics has two shared mailboxes, both of which are staffed with a view to quick clarifications and holistic prioritisation:

    sduanalytics@sdu.dk receives questions etc. regarding analytical needs.

    dataadgang@sdu.dk handles access control and licence allocation in relation to SDU Analytics. SDU's Analysis Portal for SDU's employees.

  • SDU Analytics closely follows applicable national and international legislation, including special attention to the Danish University Act, the Public Administration Act, the EU General Data Protection Regulation (GDPR) and the EU AI Act.

    SDU's internal policies and guidelines for data protection and information security are also adequately enforced. Thus, SDU Analytics is in regular contact with the unit "Governance, Risk & Compliance" in SDU IT, which is SDU's competence unit in relation to clarifications of legality in relation to data use.

    For major projects with external actors, data processing agreements are entered into via RIO's lawyers.

    The processing of personal data in SDU Analytics is generally based on Article 6(1)(e) of the General Data Protection Regulation: "performance of a task carried out in the public interest or in the exercise of official authority".

    When SDU Analytics uses individual data, it is usually ordinary personal data, and only to the extent necessary for the fulfilment of the task.

    Most data is presented in aggregated form, typically descriptive statistical information without the possibility of identifying individuals.

    In rare cases, sensitive data may be processed following a specific order and management approval, always under strict measures under control.

    In rare cases, sensitive data may be processed following an agreed specific request and management approval, always under heightened control measures.

  • SDU Analytics works based on a fundamental principle of responsible data use:

    • Data must be collected for a clear purpose.
    • Only the necessary data should be collected.
    • The relationship between data volume and use must be proportional to the expected benefit.

    When SDU Analytics employees are in doubt about ethical perspectives, the internationally recognised framework tool “Data Ethics Canvas”, developed by the Open Data Department, is used as a dialogue tool with the line manager for quality assurance of processes and data use.

    The dialogue takes place so that the manager can assess what may constitute responsible use in the given situation. The line manager then clarifies the matter with the head of division.

    In special cases, there may be a need for an assessment by the University Director, the Executive Board or the Rectorate, but responsibility for data ethics in day-to-day work rests with the head of division.

  • SDU Analytics uses data from both internal and external sources. Data is extracted and used specifically for analyses in web reports and documentation.

    The main data sources are:

    • SDU’s internal administrative systems. Examples include (without being an exhaustive list): HCM, CRM, PURE, SDUPro, Student Study Administrative System, DANS, the Coordinated Admission System, Optag Manage, ODIN, Digital Exam, INTADM and Selfarranged.
    • Questionnaire data from surveys such as the Danish National Student Survey and SDU’s own Study & Teaching Environment Survey, as well as course evaluations etc.
    • The Ministry of Higher Education and Science’s data warehouse (UFM).
    • The Ministry of Education’s data warehouse (UVM).
    • Public data from Universities Denmark’s analytical resources (DKUNI).
    • The Danish Research Portal. • Statistics Denmark (DST Consult and DST StatBank).
    • Bibliometric and altmetric tools (Scival, Scopus, Web of Science, Altmetric).
    • ERC and other prize and funding organisations’ websites.
    • International ranking databases (ARWU Shanghai, THE, QS, NTU, US News, CWTS Leiden).

    SDU is the data controller for its internal business systems, and SDU Analytics only uses external data with due regard to the respective ownership rights and data protection requirements.

  • Most deliverables and services are web reports that present aggregated statistical data such as KPIs, tables and graphs.

    The majority are descriptive statistics. Only a few restricted-access products contain personally identifiable information, and these are subject to strict access controls.

    All use of data in SDU Analytics’ activities is continuously assessed SDU Analytics employees and management based on a common governance framework that ensures sufficient data quality, timely and efficient processes, and the necessary analytical professionalism. In the web reports on SDU’s Analytics Portal, limitations and points of attention for use are described where this is deemed necessary.

    There is typically an “About” section that helps users understand and interpret the information shown. In addition, SDU Analytics has ongoing dialogues with management and the organisation about the content and use of the individual web reports. SDU Analytics employees always have the opportunity to express their perspectives on the use of data in connection with their tasks, and nothing is considered too small to warrant attention.

    At management level in SDU Analytics, an overall assessment is made of the purpose, potential risks and consequences of using data. This includes assessments of data quality, sensitivity, source credibility and any bias in presentation and utilisation.

    The management’s assessment constitutes the organisational position of SDU Analytics on whether data can be used in a responsible manner, as responsibility for the use of data, priorities and resources rests with the head of division.

    In cases where risks are identified, SDU Analytics collaborates proactively with the DPO, “Governance, Risk & Compliance” in SDU IT, and the legal advisors in the legal unit of the Rector’s Office.

  • An overall risk assessment for 2025 shows low risk and low consequence when using data under the auspices of SDU Analytics.

    The work is based on a high level of analytical expertise, well-documented agreements, and transparent processes and annual cycles.

    The data quality in SDU Analytics’ analytical basis is well-consolidated.

    There is systematic logging and access control in relation to user activity.

    No inappropriate use of the analytical support has been observed. In addition, formalised access control is enforced.

    Specific points of attention in the data work include:

    • Constructed CPR numbers in some systems.
    • Binary gender registration based on CPR numbers that does not reflect contemporary understandings of gender.
    • Missing or incorrect registrations of nationality in some integrations.
    • Possible identification of individuals in small data groups via filter functions.
    • Users’ over-interpretation of simple descriptive statistics that may imply causal cause-and-effect relationships when this is not the case.

    Several of these issues are addressed through ongoing data cleansing and quality assurance, as well as clear communication about operationalisations and caveats for interpretations.

  • Download: Ansvarlig brug af data til ledelsesinformation, indberetninger og analytisk understøttelse

Questions and feedback

The description of responsible use of data in SDU Analytics is continuously adjusted to reflect current practice.

Questions or suggestions for improvements to the data basis, reports and analyses are always welcome.

Contact SDU Analytics

Shortcuts