Template information text

To supervisors and students – the information in the template below must be included in the information letters when personal data is processed within the framework of thesis work. If, for example, you send a survey together with the information, you do not need to include information about what data is to be collected and other things that appear in the survey. Under each heading, an explanation of what is to be included is stated (this is deleted before mailing). In bold, you can see examples of how you can write. All X's must be replaced with adequate text that applies to your particular study. The text is written in "we" form so that it is suitable when several students are studying together. If you are conducting the study yourself, you can replace "we" with "I". In addition to this information, participants are also referred to read more about the processing of personal data on this page on our website Information till dig som deltar i en studie i ett studentarbete | Luleå tekniska universitet. You should also read there, to take part of all the information that participants are entitled to receive.

As a student, you must check your final version of the text with your supervisor before sending it out to participants. The supervisor can be supported by the university's lawyers in matters relating to handling and text design. See also the separate consent form, to obtain consent when processing sensitive personal data etc.

The template

Information and request for participation in student work

Ask about participation, state education, etc.

We would like to ask you to participate in a thesis project at Luleå University of Technology. The study is carried out as part of my/our education, within the course/program XXX at the Department of XXX. In this document, you will find information about how the study will be conducted and how your personal data will be processed.

About the study

Give a short, clear description of what the study is about. Inform about why the person in question is being asked. If we have researched information about potential participants before, please indicate how we have obtained information about the person who makes them asked. Instead of specifying which specific data is collected under its own heading below, you can choose to specify what data will be collected here together with a justification for why it is collected and how it is processed (second paragraph in bold under "Data collection").

The study is called XXXX.

The study is about XXX. The purpose of the study is to XXXX. As part of the work with the study, we will interview/collect survey responses from experienced teachers about their experiences with XXX in order to be able to XXXX.

We are approaching you because you work at a school. We have requested information about your name and email address from your employer.

Implementation

Describe briefly but still in as much detail as possible what participation entails. What methods will be used? Number of visits, interviews, surveys and time consumption, etc.

(Ex. interviews)

The study will be conducted through interviews on two occasions of 30 minutes during the day Monday-Friday, for which we jointly decide time with you. The first occasion will be topic X. The second occasion topic Y will be discussed. You will receive the exact questions no later than one week before each interview.

We will use Microsoft 365 to record and transcribe the interviews, i.e. write down what was recorded.

(Ex. surveys)

The study involves conducting a survey where you answer a number of questions. The survey will be conducted via the Microsoft Forms survey tool and will take approximately 15 minutes to complete.

Data collection

Specify the types of personal data to be collected and the purpose for which the data is being collected. If sensitive data is to be collected, this must be specifically justified.

In order to achieve the purpose of the study, make the basis scientifically verifiable and be able to practically contact you, the following personal data about you (or the "data in the survey", in which case remove the specification lists below) will be collected and processed.

It is only we who write the report, our supervisor and examiner who will take part in the complete information. Your answers and your other information will be processed so that no unauthorised persons can access them. The data collected will be stored locally on the University's servers. The assignments are saved until the course is graded or any grading matter is closed. Then the data will be deleted.

• Name
• Telephone number
• Address
• E-mail address
• Survey responses

In addition to the personal data described above, so-called sensitive personal data will also be collected and processed. Below is a list of sensitive personal data that will be collected and processed within the framework of this study:

• Indication of ethnic origin
• Information on political views
• Information about religious or philosophical beliefs
• Information on trade union membership
• Information about health
• Information about sex life or sexual orientation

It is necessary for the study to collect sensitive personal data because XXXXXXXXXXXXXXXXXX.

Contact etc.

Provide the names and contact details of the student/s, supervisor and university.

According to the General Data Protection Regulation (2016/679), the university is the data controller for personal data processing in student projects. This means that you can always turn directly to the university with questions, concerns or objections.

If you have any questions about the study or no longer want to participate, you can turn to us students:

XXXX, mejladress XXXX

XXXX, mejladress XXXX

You can also contact our supervisor XXXX via email address XXXXX or Luleå University of Technology centrally via email registrator@ltu.se or phone 0920-491000.

If you want to read more about how we process your personal data, read more on this page on our website: https://www.ltu.se/studentwebben/dina-studier/studentens-rattigheter-och-skyldigheter/behandlingen-av-personuppgifter-gdpr/information-till-dig-som-deltar-i-en-studie-i-ett-studentarbete.

You can read more about your rights at: https://www.ltu.se/behandling-av-personuppgifter-gdpr.

If you have any questions, concerns or complaints about the processing of personal data, you can also contact the University's Data Protection Officer via dataskydd@ltu.se.

In the event of complaints about the processing of personal data, you can also turn to https://www.imy.se/.

Do you want to participate in our study under according to the conditions described above?

This paragraph is used if you are collecting responses through paper. If the form is sent via email, the question of participation can be asked separately in the email itself instead. However, keep in mind that responses containing sensitive personal data, or all communication in which participation reveals sensitive personal data, should be handled by mail or telephone and not by email.

☐ Yes ☐ No

If you want to participate, we ask you to provide contact information that you wish to be reached via here (e.g. phone or email):

_______________________________________________

The answer should be sent to XXXXX, address XXXX/telephone number.