Set data-use rules, retention, and access for a college
A college administrator sets retention and access and confirms the change is recorded. Student information is shown only to roles that need it for the task.
Follow these steps in order
Set the rules for one college and one assistant at a time, and check the audit entry after each save.
Step 1: Open Governance and choose Data-use rules
Open Governance and choose Data-use rules for your college. Check the current rules before you change them, so you can see what will apply to new chats first.
Step 2: Set retention days or session-only mode for the assistant
Set retention days, or choose session-only mode where the assistant keeps nothing after the session ends. Expired records are deleted on schedule with a log entry.
Step 3: Set who may view full questions and who may export
Set who may view full questions and who may export. Exports need a separate permission and are audit logged. Keep access to the smallest group that can do the work.
Step 4: Save the rule and check the audit entry
Save the rule and check the audit entry. Confirm the entry shows who set the rule, when, and for which college and assistant. If the entry is missing, do not rely on the change.
Step 5: Test a new chat and confirm the rule applies
Test a new chat and confirm the rule applies. In session-only mode, confirm nothing is kept after the session ends. In retention mode, confirm the records will be deleted when the period ends.
Rules that stay locked
Some rules are set at platform level and cannot be loosened by an assistant builder.
No use to train outside systems
College questions, uploads, and outputs are never used to train any outside system. That rule is locked at platform level.
One college at a time
Every assistant, source, question, and report belongs to exactly one college workspace. System view shows totals for governance and reporting.
Approval stays separate
Only governance roles can approve a source or publish an assistant, and no one approves their own submission.
Exports stay controlled
Student information is shown only to roles that need it for the task, and exports need a separate permission with an audit entry.
Check after each save
A saved rule is only real when you can see it work.
- The rule names the college and the assistant it covers
- Session-only mode is clear in the chat header and in reports
- Expired records are deleted on schedule and the deletion is logged
- A person who lacks the permission sees a plain reason, not the data
- The audit entry matches the change you just saved
Read Security and privacy for a plain summary of what is kept and how to request deletion of your own material.
Set the rules, then test them
Save each rule, check the audit entry, and confirm a new chat follows the rule before you move on.