Limit access to learner details for certain roles

Introduction

LMS365 strives to ensure that customers have the relevant means to control privacy within their Learning Management solution with regards to personal information, that can be perceived as sensitive in some organizational contexts.

With the options to disable Access to Full Learner Details for Line Managers and Access to Full Learner Details for Course Administrators, you can prevent LMS365 users in being able to view:

• The number of attempts that a specific learner has spent on completing an activity.

• A specific learner's detailed scores on activities.

• The time that a specific learner has spent on completing an activity.

 

 

This article will go through how to limit the access to learner details in LMS365, what data line managers and course administrators are prevented from getting access to when full access to learner details is prevented, and what changes to dashboards and reports the setting will result in.

 

How to limit the access to learner details in LMS365

To limit access to learners’ details for either line manages or course administrators, perform the following steps:

1. Navigate to the LMS365 Admin Center > Global Settings > Settings > LMS configuration > Access to Learner Details.
2. Disable the ability to Access Full Leaner Details for either line managers, course administrators, or both.
3. Click Save to introduce the changes.

 

 

When Access to Full Learner Details is disabled

When Access to Full Learner Details is disabled, the line manager and course administrator, respectively, will not see the following data in the various dashboards with course and learner statistics in the UI of LMS365, nor in the downloaded Excel reports:

 

Item	Information	Path	Hidden data
1.Classroom or e-Learning course and Training Plan	Progress	Course List/Training Plan List – Course Progress/Training Plan Progress and in the downloaded Excel report	Score
2.Content Packages	Learner Details	Course List - Course - Manage Course Content – Select Content Package – View Learner Details and in the downloaded Excel report	Score and scale
	Report grouped by Learner	Course List – Course - Course Reports - Content Packages – Group by Learner –download report	Score, average time, and attempts
	Report grouped by Package	Course List – Course - Course Reports - Group by Package – download report	Number of attempts, average time, and score
3.Quizzes	Learner Details	Course List – Course -  Quizzes –Manage Course Content – Select Quiz – View Learners' Details and in the downloadable report	Score and time spent
	Report grouped by Learner	Course List – Course - Course Reports - Group by Learner – download report	Score and attempts
	Report grouped by Quiz	Course List – Course - Course Reports - Group by Quiz – downloadable report	Number of attempts, average time, and score
4.Learning Modules	Report grouped by Learner	Course List – Course - Course Reports- Group by Learner – download report	Score, average time, and attempts
	Report grouped by Learning Module	Course List – Course - Course Reports -  Group by Learning Module - download report	Number of Attempts, Average Time, Score
5.Line Manager Dashboard	Learner’s Progress Report	in the downloaded Excel report	Score

 

Please be aware: The data will not be deleted from the database and is still available via APIs and in, for example, building advanced custom reports via Power BI.

Changes to dashboards and reports with disabled Access to Full Learner Details

Limited access to the learner’s data means that the certain data will be hidden from page and/or reports for either line managers and/or course administrators.

Below, we will go through each area that is affected and what data that will be hidden by this setting.

 

The learner's data on attempting content packages

• Scale and Score on the Learners’ Details panel and in the report.
  To find it, follow the steps: Course List > Course > Manage Course Content > Select the relevant Content Package > View Learner Details.

Once the option Access to Full Learner Details for Course Administrator is disabled, the course administrator will see a certain list of learners’ details of the content package, excluding the Score and Scale.

To compare, the Office 365 Global Administrator’s view of the same learner details for this Content Package includes Score and Scale.

 

• Score, Average Time, Attempts in the downloaded report.
  To find it, follow the steps: Course List > Course >Course Reports > Content Packages > Reports Group by Learner > Export to Excel.

Once the option Access to Full Learner Details for Course Administrator is disabled, the course administrator will see a certain list of learners’ details in the downloaded report.

 

To compare, the Office 365 Global Administrator’s view of the same report for this Content Package is with Score, Average Time, and Attempts included.

 

• Number of Attempts, Average Time, and Score in the downloaded report.
  To find it, follow the steps: Course List > Course > Course Reports > Content Packages > Reports Group by Content Package > Export to Excel.

Once the option Access to Full Learner Details for Course Administrator is turned off, the course administrator will see a certain list of learners’ details in the downloaded report.

To compare, the Office 365 Global Administrator’s view of the same report for this Content Package is with Score, Average Time, and Attempts included.

The learner's course or training plan data

• Learner’s Score for eLearning and classroom courses as well as for training plans on the Course Progress panel and in the report.
  Found via path: Course List or Training Plan List > Select the relevant training > Course/ Training Plan Progress.

Once the option Access to Full Learner Details for Course Administrator is turned off, the course administrator will see a certain list of learners’ details.

 

 

To compare, the Office 365 Global Administrator’s view of the same page is with Score included.

 

 

The learner's data on attempting quizzes

• Score and Time spent on the quiz on the View Learner Details page.
  Found via path: Course List > Course > Manage Course Content > Select the relevant Quiz > View Learner Details.

Once the option Access to Full Learner Details for Course Administrator is turned off, the course administrator will see a certain list of learners’ details.

 

 

To compare, the Office 365 Global Administrator’s view of the same page is with Score and Time Spent included.

 

• Score and Attempts the learner has made in the downloaded Learner report.
  Found via path: Course List > Course>Course Reports > Select Quiz > Group by Learner > Export to Excel.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see a certain list of columns of the learners’ details in the downloaded report.

 

 

To compare, the Office 365 Global Administrator’s view of the same report is with Score and Attempts included.

 

• Number of Attempts, Average Time, Score in the downloaded report for the relevant Training.
  Found via path: Course List > Course > Course Reports > Select Quiz > Group by Quiz >Export to Excel. 

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see a certain list of details in the downloaded report.

 

 

To compare, the Office 365 Global Administrator’s view of the same report is with Number of Attempts, Average Time, and Score included.

 

 

The learner's data on attempting learning modules

• Learner’s Score, Average Time, and Attempts in the downloaded report for learning modules.
  Found via path: Course List > Course >Course Reports>Select Learning Module >Group by Learner> Export to Excel.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see a certain list of details in the downloaded report.

 

 

To compare, the Office 365 Global Administrator’s view of the same report is with Score, Average Time, and Attempts included.

• Number of Attempts, Average Time, and Score for learning modules

Found via path: Course List > Course >Course Reports>Select Learning Module >Group by Learning Module> Export to Excel.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see a certain list of details in the downloaded report.

 

 

To compare, the Office 365 Global Administrator’s view of the same report is with Number of Attempts, Average Time, and Score included.

 

 

The learner's data for the line manager

• Line Manager will no longer view the learner’s score in the downloaded report.
  Found via path: My Training Dashboard > Line Manager Dashboard >Select Learner > View Learner's Progress > Download Report.

Once the option Access to Full Learner Details for Line Manager is turned off, the Line Manager will see a certain list of details in the downloaded report.

 

 

To compare, the Office 365 Global Administrator’s view of the same report is with Score included.