Guidelines for using Teams for audio recording when conducting interviews in student assignments

If it is not possible to conduct an interview in person, it is possible to use Teams to conduct the interview and "Nettskjema Diktafon" to make an audio recording.

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Students working on private devices

Elev som har laptop på bordet foran seg. Videosamtale med to andre elever.

It is not allowed to record the interview by using Teams' own record function.

When conducting an interview in Teams, use a suitable stand-alone unit for audio recording and carry out security measures as mentioned below.

What data can be audio recorded in Teams?

By following the guidelines described here, it is possible to record audio that contains data classified as red and below. Red data can be data that is described as high-risk projects. All audio recordings made in interviews should in principle be classified as red data, sensitive personal information. The reason for this is that you cannot control what the interview subject will convey.

o High-risk projects are projects that have topics that include sensitive information.

o High-risk projects can also be projects that deal with vulnerable groups.

Prerequisites for audio recording through Teams

1. Stand-alone audio recording device.

Nettskjema-diktafon-app is a service that is available to all students and employees through Nettskjema. Nettskjema-diktafon-app is downloaded on your mobile device and linked to an audio form in Nettskjema that you create. When you conduct an interview in Teams, activate the dictaphone app and record the sound from the Teams interview securely through the app. Upload the recording in the app to Nettskjema and listen to it within Nettskjema. The app recording is encrypted and not available for replay on your phone, as part of the safety measure.

Alternatively, you can store audio recordings in Teams through an encrypted analog dictaphone. Costs related to the acquisition of encrypted dictaphone must be covered by the student self. The reason for encryption is to prevent the data from becoming available to others if you lose the dictaphone.

2. Security requirements when conducting the interview with Teams:

  • Log in to Teams with your UiS / Feide login.
  • Meeting link must not be shared openly, only with the respondent.
  • Do not use the Teams' app own record function.
  • Use "Nettskjema diktafon" app as described above.
  • Use the lobby / waiting room setting to let the right people into the meeting.

See also UiS guidelines for processing personal data in student projects.