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Data Stewards

Data Stewards
Administrative Data Infrastructure Policies

Table of Contents

• Long-Term Goals For Administrative Data Access
• General Administrative Statement
• Digital Publication Statement
• Data That Is Published And Generally Available
• Legally Restricted Data
• Limited Access Data Statement
• Appeals
• Guidelines for Disaster Recovery

Long-Term Goals For Administrative Data Access

• The development and implementation of an information catalog for institutional data that provides definitions and data usage, a responsible Data Steward for the various data areas, physical attributes of the data, values of the data and a mechanism to browse the data.
• Establish a set of definitions and permissions so members of the university community know what data they can access and what data they cannot access and how to go about getting access to the data.
• Institutional data will be well on the way to being in the information warehouse. The information warehouse will allow for the connectivity of client tools to provide access to data.
• Continue to look for better ways to improve access to data.

General Administrative Statement

General administrative data is any data that are published and generally available. The accessible data volume should be as great as possible to enable those who need the information to have access. Data should be part of an open atmosphere and broadly available.

"The value of data as an institutional resource is increased through its widespread and appropriate use: its value is diminished through misuse, misinterpretation, or unnecessary restrictions to its access. The University expressly forbids the use of administrative data for anything but the conduct of University business."

Quoted from the University of Virginia Administrative Data Access Policy.

Digital Publication Statement

Any printed materials that the University published and made generally available are considered to be available for digital publication.

Participate in an ongoing dialogue with Tim Sigmon, ITC's WWW coordinator for technical issues related to the Web

Participate in an ongoing dialogue with the Network-Based Information Services (Chair: Louise Dudley) Louise Dudley has been invited to attend the initial series of Data Steward meetings.

Data That Is Published And Generally Available

Data Available from University of Virginia Data Digest

1. Numbers of applications by school, status, gender, race, domicile, state/city/county, 1st-year vs. transfer, previous school
2. Admission test scores and high school rank in class (mean, median, middle 50% range) of matriculants by school.

1. Headcount students enrolled by school, full/part-time status, gender, race, domicile, academic level, state/city/county, age, major, registration type, degree level, housing status
2. FTE students by school, academic level, domicile, degree level

1. University GPA by school, academic level
2. Undergraduate graduation rates (4 and 6-year rates) by school, gender, race, domicile
3. Numbers of degrees conferred by school, degree level, major, gender, race
4. Numbers of students on dean's list and the number suspended by school

1. Amount of aid awarded by category, school
2. Numbers of students receiving aid by category and school

Data Available from Financial Schedules
(A Supplement to the University Report)

Financial Report

Financial Highlights

Growth Over Time

Balance Sheet

Statement of Changes in Fund Balances

Statement of Current Funds Revenues, Expenditures, and Other Changes

Notes to the Financial Statements

Medical Center Financial Report

Balance Sheet

Statement of Revenues and Expenses

Statement of Changes in Fund Balances

Statement of Cash Flows - General Fund

Notes to Financial Statements

Divisional Financial Statements

Balance Sheet - Academic

Statement of Changes on Fund Balances - Academic

Statement of Current Funds Revenues, Expenditures, and Other Changes - Academic

Balance Sheet - Medical Center

Statement of Changes in Fund Balances - Medical Center

Statement of Current Funds Revenues, Expenditures, and Other Changes - Medical Center

Balance Sheet - Clinch Valley College

Statement of Changes in Fund Balances - Clinch Valley College

Statement of Current Funds Revenues, Expenditures, and Other Changes - Clinch Valley College

Analysis of Net Transfers Between Divisions

Statement of Current Funds Revenues, Expenditures, and Other Changes by Division

Data Available from Human resources

Legally Restricted Data

Public requests for Legally Restricted Data should be reviewed by the office indicated or by the Office of the General Counsel prior to responding. Public access to the following records is legally restricted:

Personally identifiable education records of students.

• Directory Information on a student may be released, unless the student has chosen not to allow release of the information.
• Education records may be provided to the subject student, except the financial records of a parent or guardian, or records that are in the sole possession of the maker of the record and are not accessible to anyone except a substitute for the maker of the record.
• The Office of the Registrar should be contacted on requests for student education records.

Criminal investigation information and confidential reports provided to the campus police department.

• All request should be directed to the office of the Chief of Police.

Personnel information on employees, including but not limited to social security number, benefits options, race, sex, age, leave time and evaluation information

• Personnel information is available to the subject of the information.
• Employee position, job classification, salary, rate of pay and allowances and reimbursement of expenses to employees are publicly available.

Patient Data on individual patients.

• Patients may access their own medical records, with some exceptions.
• Request should be directed to the Director of Medical Records of Hospital Risk Management.

University Presidential Working Papers, including memoranda and correspondence held or requested by the University President.

Confidential letters and statements of recommendation contained in admissions files employment application, and concerning the receipt of an honor or honorary recognition.

• These materials are generally not available to the subject of the file.

Library circulation records of individual patrons.

Tests used for purposes of evaluating students or employees, or to determine qualifications for a license or certificate issued by a public body.

Proprietary data or records concerning research or study that have not been released publicly.

Computer software developed by or for a state agency or institution of higher education.

Appraisals and cost estimates of real property prior to the completion of a purchase, sale or lease.

Internal audit reports and investigative records, and records of an investigation initiated through the state Employee Fraud, Waste and Abuse Hotline.

Proprietary, business-related information on the University of Virginia Medical Center.

Documents relating to gifts and bequests and fundraising activities.

Purchasing Related Data:

• Vendor-supplied proprietary information.
• Cost estimates relating to a proposed procurement transaction.

Legal advice and other attorney-client communications.

Facilities Management documentation or other information which describes the design, function, operation or access control features of any security system, whether manual or automated, which is used to control access to or use of any automated data processing or telecommunications system.

These are the major categories of legally restricted data maintained by the University. Other categories of information may also be restricted. Questions on particular requests should be directed to the Office of General Counsel.

Limited Access Data Statement

Any data that is not legally restricted or available for digital publication is limited access data. To access this data, individuals must follow the procedures developed by the Data Steward responsible for the data.

Limited Access Examples

Employee data - salaries paid

Donors and Donor Information - personal details including family relationships and data originally gathered by Development Office such as title information that should not be passed on to another party as a matter of course.

Facilities Management - engineering drawings of facilities

Library - financial records, vendor data

Appeals

Data access decisions may first be appealed in writing to the Data Custodian responsible for the data. The Data Steward will be the second line of appeal for access or may convene the Data Stewards Committee to hear the appeal as a third line. General Counsel may be involved for access appeals involving legally restricted data.

The procedure for appeal is to submit in writing (E-mail or paper) to the Data Custodian the date, reason for access, the data to be accessed and who needs the access. The Data Custodian must respond in writing to the appeal within 2 weeks.

Guidelines for Disaster Recovery

The Commonwealth of Virginia Council on Information Management recommends that each office prepare a contingency and disaster plan to allow for the continuation of critical business functions in the event of disruptions. Large administrative systems are covered by the ITC Disaster Recovery Plan. Smaller departmental systems down to the single PC system should develop a plan. Listed below are some considerations in developing a plan.

• Data Backups should be taken of programs or sources of data necessary for the continuation of business. Data backups should be stored in an off site location. Departments may choose to act as each other's off-site storage location.
• Equipment inventories should be made for each office and also stored off site. Again, departments may make arrangements to act as backup locations for each other.
• Imaging of source documents, perhaps through a centralized system, may need to be considered for documents which are considered official copies.