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. There are two legacy systems (MARS and KIMM) and the current system, King’s Inns Application Portal, https://portal.kingsinns.ie, which was developed in 2019. The Application Portal was introduced to facilitate online applications and data management and replaced the previous system. Previous systems are used to retain the relevant student information required post completion.

The Portal is a bespoke system and was commissioned to provide a central application database that would enable learners to manage their application through to registration. The system facilitates learners to access their financial information, to include fees due, access receipts and make payments. Examination results are made available to students for certain courses on the portal and for others these are done on Moodle. Learners can view and update their personal details, contact information and application documents.

We are developing a new student management system that will in the future provide a more user-friendly single point of access from application through to graduation. This will facilitate a better student experience and assist us in the management of records, data and ICT requirements and access.

King’s Inns maintains an extensive archive. Records of qualified barristers are stored in the physical archives from 1800s onwards. There are two legacy student management systems developed in 1990 and 2010, respectively. Upon request transcripts and results can be accessed digitally from these systems which are hosted on our Azure SQL servers in a secure environment with access permissions managed in accordance with the principle of least privilege relating to data management.

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.

Virtual Learning Environment and Learner Feedback

Learners are provided with a Microsoft 365 account, including their King’s Inns email address, for the duration of their timetabled studies. Alongside this, they receive access to a dedicated Moodle course area containing comprehensive learning materials, as well as a full suite of digital library and subscription-based legal research resources.

• Moodle is the primary Learning management System used by King’s Inns for communication with learners, distribution of learning materials, and assessment submission.

• Moodle hosts notices, class notes, reading materials, assessment links, live streamed and pre-recorded classes, and online learning support materials.

• Examinations are completed in person using a Lockdown Browser to protect academic integrity.

• Zoom and Echo360 are used to support real-time classes while Echo360 also stores recordings for later viewing by learners at a time that suits their needs.

• Moodle uses authentication connected to Microsoft Active Directory. Learners receive Microsoft 365 accounts for their period of study and access to Moodle is managed by M365 Identity Management. User accounts are synchronised to Entra ID through Azure AD Connect ensuring consistent identity management across systems.

• SurveyMonkey and Microsoft Forms are used to collect learner feedback for Degree, Diploma in Legal Studies, and Advanced Diploma courses.

• Survey results are collated and shared in line with the Learner Feedback Policy.

  8.3 Management information systems

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 future planning

Information for future planning is currently gathered from various sources and is reviewed annually for a variety of planning activities and in assisting our decision making. 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 is collated for all programmes and is 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.

8.6 Records maintenance and retention

There is a 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 V4 2025

The Honorable Society of King’s Inns Information Security Policy - Information Security Policy Sept 2023.pdf

The Honorable Society of King’s Inns – Data Protection Statement - HSKI Data Protection Statement V4 June 2024

The Honorable Society of King’s Inns – Student Services Data Protection Statement - Student Services Data Protection Statement V4 July 2024

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.