Data Retention Policy

To main­tain effi­cient and secure learn­ing plat­forms, NIC fol­lows a two-year reten­tion sched­ule for Bright­space and Kaltura con­tent. CTLI and IT man­age this process by remov­ing Bright­space cours­es that are more than two years old every July.

Instruc­tors are also required to review their Kaltura video libraries annu­al­ly and delete record­ings old­er than two years (YouTube videos are exclud­ed, as they don’t use Kaltura stor­age or con­tain stu­dent aca­d­e­m­ic work or con­tent that impacts stu­dent pri­va­cy). These steps align with NIC Pol­i­cy 1–05 and demon­strate our shared com­mit­ment to respon­si­ble data and records man­age­ment.

In July 2026, we will per­ma­nent­ly delete cours­es from the fol­low­ing semes­ters:

  • Win­ter 2023
  • Spring 2023
  • Sum­mer 2023
  • Fall 2023
  • Win­ter 2024
  • Spring 2024

Instructor Actions

Instruc­tors are encour­aged to export their cours­es for con­tent they need to retain beyond two years. In addi­tion to this, Instruc­tors are also required to keep Mas­ter Cours­es up to date by copy­ing con­tent from the live course back into the Mas­ter at the end of term. Note: By default stu­dent data is not includ­ed in the copy process.

Common Questions

Live cours­es are reg­is­tra­tion-linked cours­es and are auto­mat­i­cal­ly cre­at­ed based on offi­cial course reg­is­tra­tions in Col­league.

Mas­ter cours­es are man­u­al­ly cre­at­ed upon request and offer instruc­tors a space to pre­pare or exper­i­ment in a course with­out any stu­dents enrolled. Each Mas­ter Sand­box is asso­ci­at­ed with a spe­cif­ic course (e.g., ENG-116, MAT-181) and can also serve as a back­up of the live course. Mas­ter Sand­box cours­es may con­tain mul­ti­ple instruc­tors. At the end of each term, instruc­tors should copy con­tent from the live course back into the Mas­ter Sand­box to keep it up to date.

Bright­space adds con­tent rather than over­writ­ing it, so always reset the Mas­ter Course before copy­ing con­tent from the live course to pre­vent dupli­cates

In some cas­es, course recov­ery may be pos­si­ble. Please sub­mit a ser­vice desk tick­et to request access to a delet­ed course, include the course name, course code, semes­ter and year. Note: requests for course recov­ery can only be made by the instruc­tor who taught the course.

For reg­is­tra­tion-linked cours­es, only instruc­tors who are assigned to teach a course should be enrolled in it. If you would like to pro­vide access to a Mas­ter course, you can add oth­er instruc­tors by nav­i­gat­ing to the Classlist > Add Par­tic­i­pants > Add exist­ing users (nev­er cre­ate a new user). Type the name of the instruc­tor in the search bar and click the search icon. Scroll to the bot­tom and check the box next to the instruc­tor’s name, select Instruc­tor-Sand­box from the Role drop-down menu and click Enrol Select­ed Users.