IT Admin Guide to Insights in Teams for Education

With Insights in Microsoft Teams for Education, educators and leaders can access analytics data about digital engagement, assignment workload, grades, communication and more. Insights is driven by ethical principles that put educators and students first, meet privacy standards, and ensure continuous compliance for your institution.

Insights is active in Office 365 Education SKUs A1, A3, and A5.

Note

Educators, learn how to use Insights here: Educator's guide to Insights in Microsoft Teams.

Use Insights

User types

  • Students are identified by their license and do not have access to the Insights tab (even if they are an owner of the team).
  • Educators are identified by faculty licenses. Educators must have a faculty license and be a class team owner to add and see the data presented in the Insights tab.
  • Leaders are also identified by faculty license, but in addition they need explicit permissions from the IT global admin to view the reports in the Insights app.
  • Guest accounts do not have access to Insights.

Entry points

Educators and leaders have different entry points where they can discover and use Insights.

Educators can use these two entry points:

  • Tabs - insights for each class they own are available in a tab added from the top navigation menu. Insights will surface activity data from all channels within a class team, but can only be added as a tab to public channels. The tab reflects activity from everyone in the class team who isn’t an owner (including educators who aren’t owners of the team).
  • Personal app - an overview of all their active classes is available from the left Teams app bar.

Leaders can use Insights as a personal app.

Manage setup policy

As an admin, you can use app setup policy to install Insights by default for your educators and leaders when they start Teams. With that policy you can customize Teams to highlight Insights, and pin it for them in the apps bar.

Tip

Read Teams Policies and Policy Packages for Education about Teams policies and policy packages for education.

Compliance

Insights has industry-leading compliance commitments, and is classified as a Tier-C service within the Office 365 Compliance Framework.

Note

Visit the Microsoft Trust Center to learn more about how Microsoft protects your data.

Privacy

The information collected and shown through Insights does meets more than 90 regulatory and industry standards, including GDPR and the Family Education Rights and Privacy Act (FERPA) for the security of students and children and other, similar, privacy-oriented regulations. It's important for IT admins to know that the information collected on a per-student basis is intended to be used in a class context only, to allow educators and leaders to determine students' behavior. The information is collected for meaningful learning activities, such as class meetings attendance, posting messages, responding to classmates' posts, working on assignments, editing files, and more. We don't show information about private chat or a Teams login, as an example.

Our goal is to help educators to understand engagement and shine a spotlight on student learning. While these class activities can be focused down to actions at the student level, there is no positive or negative value assigned to these actions by Microsoft Teams, and there is no judgmental identification of individual students based on criteria. The information in Insights informs an educator that, for example, a student has not been active in the tool during a certain period in time, or has completed all their assignments last week on-time. It remains the responsibility of the educator to interact with the student and that student's family or guardians to determine the underlying reason for any activity or inactivity detected.

Data collection

  • We collect data for Insights when Education Analytics is turned on for the tenant. The data is collected from Teams activity in order to surface actionable insights for teaching and learning.
  • Guests data does not collected for Insights.
  • By default, Education Analytics is turned On.

Currently, this data is pulled from the following areas of student and educator activity in class teams:

Teams component Data collected
Assignments Opening, turning in, and grade on assignments.
Channel engagement Visiting a channel, creating a post, replying to and liking a post (not including chat content).
Files Uploading, downloading, accessing, modifying, commenting on, and sharing a file (not including file content).
Meetings Attendance (not including meeting content).

Data location

Insights data for European-based tenants is stored on servers in Europe. Data for US-based tenants is stored on servers in the United States. If you use Insights and your Office 365 tenant is in a region outside of Europe or the United States, your data will be stored in the appropriate geographic region.

Performance and reliability

Insights is designed to handle a high volume of data collected from Teams activity with optimal performance and reliability.

The data collection process takes place on separate servers regardless of the installation of the Insights tab in Teams. The Insights tab or personal app does not affect application performance or network bandwidth for educators and students using the rest of Teams functionality.

Tip

Read Help for low-bandwidth situations for Teams for EDU about using Teams for Education when bandwidth is low.

How to delete your data

Education services stores student and educator actions performed in the context of a class team. This data is considered a co-mingled data set and therefore isn't automatically deleted from the service once student or educator user accounts are deleted from your organization.

Note

Deleting data has a negative impact on Insights' ability to analyze class team engagement over time.

  • Open a support ticket at https://edusupport.microsoft.com/support. The support ticket must state clearly the request for a GDPR Delete DSR operation and contain the user object ID to be deleted. There is no ability to limit the data set or time window of the deletion.
  • Once filed, the support ticket waits in the queue for one week in order to meet compliance minimal retention policy. You have the opportunity to cancel the operation during this time.
  • After one week, the Education Analytics team takes action to ensure all data related to the user ID is deleted from the service. Microsoft support monitors the ICM ticket and will notify you once the deletion process is complete, in no more than 28 days.

Turn Insights off and on using School Data Sync (SDS)

School Data Sync (SDS) helps to automate the process of importing and synchronizing Student Information System (SIS) data with Office 365.

The use of Insights does not require the use of SDS. However, you may choose to opt out from Education Analytics at any time by turning off the toggle in the SDS Admin Center under Settings > Manage Education Analytics.

The on-off switch to enable or disable Insights.

By default, Education Analytics, and therefore Insights, is turned on. When you opt out of Analytics, we delete all data collected for the Insights tab. Turn Analytics back on, and we start collecting data from the time it's re-enabled.

Additional resources