King’s Inns recognises that information and data management are important assets, which comprise evidence of our activities, and facilitate informed decision-making and strategic planning.  Arrangements are in place to generate named data/reports which are communicated to staff and management for self-monitoring and planning purposes. The information gathered reflects the context and mission of the organisation. 

8.1     Information systems

Appropriate, quantitative and qualitative measures are identified which can be used as benchmarks or performance indicators. Examples include minimum and maximum learner numbers per programme; profile of the learner population; learner satisfaction rates; learner progression/learner attrition; graduation/certification rates, including grade analysis; career paths of graduates. 

 Various methods of collecting and generating information are used.  Learners and staff are involved in providing and analysing information and planning follow-up activities. 

8.2     Learner information systems

QQI statutory QA guidelines state, the provider learner information management system is robust, comprehensive and capable of: 

• maintaining secure learner records for current use and historical review 

• providing reports required for internal quality management and improvement 

• generating data required for, and compatible with, external regulatory, professional or national systems as appropriate 

• generating statistical and other reports to meet internal and external information requirements, for example, on the QQI database of programmes and awards as prescribed by the legislation  

• ensuring that the database is maintained securely and that data relating to learner assessment is accurate and complete. 

King’s Inns information and data management system has evolved over the last 30 years, consisting of two legacy systems (MARS and KIMM) and the current system, King’s Inns Application Portal, https://portal.kingsinns.ie, which was developed in 2020. These are bespoke systems and the current one (Portal) was commissioned to provide a central learner data base that would enable learners to have a single point of contact from initial application to registration, examination results through to graduation. Learners can view and update their personal details, contact information and application documents. Learners can access the number of exam sittings, stages completed, results, and transcripts can be download for a period of time after graduating. Learners can also access their financial information, to include fees due, access receipts, select and make payments and see the personal information held by King’s Inns. 

The current system has limitations in its functionality.  Configuration of a new system is underway, and the expected Go-Live date is scheduled for Q2 2026. This should assist in how reports are generated for internal purposes, such as internal quality management and improvement, decision-making and forward planning and external purposes such as reports required by regulatory and professional bodies, for example QQI, HEA and LSRA.  

King’s Inns maintains an extensive archive.  Records of qualified barristers are stored in the physical archives from 1800s onwards. There are two legacy systems developed in 1990 and 2010, respectively.  Upon request transcripts and results can be accessed digitally from these systems which are hosted on Azure SQL servers in a secure environment.  

Results are saved on the main King’s Inns file server in excel format, anonymised using student ID number.  Access to these records is based on specified named permissions.  King’s Inns is confident all results can be verified. 

Moodle is our virtual learning environment (VLE).  Moodle is the primary communication tool with learners.  Notices, class notes, reading materials, assessment submission links and supporting documents are all posted on Moodle, as are links to live streamed and pre-recorded classes, and online learning support materials. Learners submit assessments and undertake examinations on Moodle. Examinations are carried out in an in-person, invigilated setting using Respondus LockDown Browser software to prevent access to unauthorised materials and to maintain the integrity of the examination process.  Access to Moodle is restricted to those with a King’s Inns Moodle account. Synchronous online teaching is delivered live using the remote conferencing app, Zoom, and also through live streaming on the Echo360 platform.  Echo 360 is the internal video management and hosting system in use. Asynchronous online teaching is delivered via pre-recorded lecture/class content on Echo360, and through the provision of learning materials on Moodle.  Moodle is configured to use LDAP authentication, allowing users to sign in using their LDAP credentials from Microsoft Active Directory.  Learners are provided with a Microsoft 365 account, including King’s Inns email account, for the duration of their timetabled studies at King’s Inns. They also have access to a dedicated course area on Moodle, containing a wealth of course resources, and access to a suite of digital library resources and subscription legal resources. 

Feedback is gathered primarily using the online survey platform, SurveyMonkey, and Microsoft Forms.  Learner feedback is gathered on Degree, Diploma in Legal Studies, and Advanced Diploma courses. Survey results are collated and shared in line with the Learner Feedback Policy. (insert hyperlink) 

8.3     Management information systems

The management information system enables necessary information to be stored and channelled where it is needed when it is needed.  King’s Inns produces a range of reports and information for committees and internal governance structures, the public and relevant national bodies.  Examples include Annual HEA reports, LSRA annual report and the King’s Inns Annual Report for members. Currently data for these and other reports is manually collated.  Development of management information system is planned to facilitate easier and more expedient access to information which is hoped will support ongoing operation of quality assurance and monitoring.  Examples include annual programme reports, programme and module results, data reports to identify potential learners at risk through a learner activity report, learner retention/progression reports. 

8.4     Information for further planning

The information contained in a developed management information system will be reviewed holistically from time to time to determine what additional insights can be gleaned from it.  This process will be built into the quality assurance management system and strategic planning within the organisation. 

8.5     Completion rates

Data on completion rates are available for all programmes and are used for planning and review purposes and are available for external reviewers, such as QQI and LSRA.  Currently data on completion rates is manually collated.  See comments on Management information systems above. 

8.6     Records maintenance and retention

There is a policy (insert title and hyperlink to policy) for the establishment and maintenance of quality-related records.  The policy specifies data retention periods.  

8.7     Data Protection

The information system is designed to ensure compliance with data protection legislation. Obligations under data protection legislation are complied with.  This includes the establishment of data access controls, data backup systems and ensuring learner information material makes clear what personal information will be collected, for what purposes and with whom it will be shared.   

The following policies and procedures have been developed in accordance with the requirements of legislation and the needs and activities of the organisation: 

The Honorable Society of King’s Inns Data Protection Policy 

             HSKI Data protection Policy V xyz 2024 (check hyperlinks with renate)

The Honorable Society of King’s Inns Information Security Policy 

Information Security Policy v2.4 2023.pdf (check hyperlinks with renate)

The Honorable Society of King’s Inns – Data Protection Statement 

HSKI Data Protection Statement V3.0 2024(check hyperlinks with renate)

The Honorable Society of King’s Inns – Student Services Data Protection Statement 

Student Services Data Protection Statement V2.0 2024(check hyperlinks with renate)

King’s Inns data protection policy is managed by Business Operations at King’s Inns.  The role of Data Protection Officer (DPO) is outsourced.  Staff are provided with at least two data protection training sessions annually and online training sessions are provided at regular intervals throughout the year. A risk register is maintained by the DPO.