Loyola University Chicago

Instructional Technology & Research Support

Information Technology Services

Policies for Sakai Users

Loyola has established policies and practices that are pertinent to Sakai users. All faculty, students, and staff who regularly use the Sakai system are encouraged to familiarize themselves with the following ID and site retention policies. Please note the following:

  • Course and project sites are not permanently retained in Sakai
  • Instructors and project site owners should make it a personal practice to maintain a backup copy of their Sakai course and project data outside of the Sakai system
  • Recommendations for backing up rosters and site content are provided below under each policy description

ID Retention

Faculty, students, and staff are issued a universal ID upon admittance or hire by Loyola. It is identifiable as the first part of your email address (e.g., uniqueID@luc.edu). This ID is used to access most institutional systems including Sakai. University policy for graduating students is to delete IDs after two years unless a student opts in for Email for Life. The policy is very similar for students who do not complete their program of studies. IDs are deleted two years after the last semester completed. Faculty and staff IDs are deleted immediately after an individual leaves the University. Retirees can retain their ID after employment by submitting the appropriate request with Human Resources.

Recommendation: Faculty should download and save a local copy of the Gradebook shortly after the conclusion of each course in accordance with Loyola Protected Data Policy. This local file will retain the relationship of a student’s ID with their corresponding academic records. Project site owners who make use of the Gradebook should also download and save a local copy at least once every six months, and at end of a project site’s life cycle. The suggested export file format is Excel. Click here for instructions on how to download a copy of the Gradebook. Click here for more on Personally Identifiable Information (PII) compliance.

Course Site Retention

Sakai course sites are automatically created and populated with course and roster information from LOCUS. This feed occurs twice daily. The Sakai Administrative Schedule provides key dates for each academic term. Sakai course sites are deleted and not retained 18 months after the course has officially ended and all grades posted. Please note a permanent record of final grades is maintained in LOCUS.

Recommendation: Following University private and departmental storage guidelines, faculty should download and save a local copy of all course content after the conclusion of each course. It is suggested that faculty export course content in IMS Common Cartridge (IMSCC v1.3) format, which can be found in the Lessons tool. This will also export any site activities (e.g., assignments, forums, published tests and quizzes) and resources (e.g., files, URLs). Click here for instructions on how to use Export CC in Lessons. Individual files or folders can be downloaded directly in the Resources tool. Click here for instructions on how to download files and folders in Resources. Gradebook data should be downloaded separately as defined under the ID Retention policy above.

Student Access to Course Sites

The goal is to keep the Sakai student view focused on the active academic term(s). Twice a year completed course sites are unpublished and removed from the student view. In February, the previous Fall and J-Term courses are unpublished. In October, the previous Winter, Spring, and Summer courses are unpublished. Please refer to the Sakai Administrative Schedule for specific dates. These courses remain visible to faculty and can be republished within the 18-month window as defined by the Course Site Retention policy above.

Recommendation: Students needing access to course sites that have completed within the last 18 months should contact their instructor and ask for the site to be republished. It is up to the individual faculty member whether to honor the request. Click here for instructions on how to publish a course site.

Project Site Retention

Sakai project sites can be created and populated at any time by faculty, students, and staff. However, existing project sites cannot be deleted by the site owner. An administrative review of project sites is conducted each May. Projects sites with no activity for 12 or more consecutive months are flagged for deletion. The project site owner(s) are contacted by email to confirm the site is no longer needed and can be removed from the Sakai system. If the project owner does not respond within 10 working days of the notice, the site will be removed from the Sakai system.

Recommendation: Following University private and departmental storage guidelines, project site owners should download and save a local copy of all content at end of a project site’s life cycle. It is suggested that project site owners export course content in IMS Common Cartridge (IMSCC v1.3) format, which can be found in the Lessons tool. This will also export any site activities (e.g., assignments, forums, published tests and quizzes) and resources (e.g., files, URLs). Click here for instructions on how to use Export CC in Lessons. Individual files or folders can be downloaded directly in the Resources tool. Click here for instructions on how to download files and folders in Resources. Gradebook data should be downloaded separately as defined under the ID Retention policy above.