Who sees what
Access controls and 2FA
The right people should see the right records, and no one else. This page explains how Oxonia is designed to control access.
About this page
Last updated: 10 October 2026.
This page describes how the Oxonia platform is designed to work. It is not a certification or an audit report. Our contractual commitments are in each university's order form, the data processing agreement and the service level agreement.
Sign-in through the university
Every person signs in with the Oxonia Academy ID, linked to the university's Microsoft, Google, or SAML and Shibboleth sign-in. The university decides who has an account. When it closes an account, access to Oxonia ends.
Two-step checks (2FA)
Two-step checks ask for something more than a password, such as a code on a phone. Because Oxonia uses the university's own sign-in, any two-step rule the university sets there also protects Oxonia.
We recommend that universities require a second step for anyone with the leader or admin role, and for anyone who approves marks, minutes or payments. For accounts that do not sign in through the university, such as guardians and sponsors, Oxonia offers its own two-step check with an authenticator app.
Roles
Five roles shape access: leader, admin, lecturer, student and researcher. One person can hold several. Admins set roles in the admin console. See Roles and permissions.
Controls inside products
- Oxonia Mark. Nothing is released to students until a named examiner approves the script. External examiners sample blind.
- Oxonia Senate. Members see the packs for the bodies they sit on. The secretary approves and e-signs the minutes.
- Oxonia Policy. Auditors get time-limited access to the audit room.
- Oxonia Nexus. Regulator returns are signed off by the Vice-Chancellor.
- Oxonia Wallet. Guardians and sponsors see what is paid and due, not marks or tutorials.
Sessions and devices
Sessions are designed to time out after a period without use, and admins will be able to end sessions for a person. Time-out settings are agreed with each university during onboarding. See Mobile apps for offline features.
Oxonia staff access
Oxonia staff have access to university data only when needed to provide or support the service. They are bound by confidentiality, and their access is recorded. The rules are set out in the data processing agreement.
Checking access
Role changes, sign-ins and approvals are designed to be recorded in the audit log, so the university can check who had access and what they did.
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