Appendix A to the University of Virginia Administrative Data Usage Policy

Definitions and Examples of Administrative Data Categories

General administrative data -- definition and examples
  General administrative data are all data that are not either legally restricted or judged by data stewards to be limited-access data. Any data that are published and broadly available are, of course, general administrative data. University policy holds that the volume of data classified as general administrative data should be as large as possible because widespread availability of such information will enable employees to make creative contributions in pursuit of the University's mission. Examples of digitally published data (a subset of general administrative data) include:
Data available from University of Virginia Data Digest (categories from the 1996 edition)
  Student information by semester/year
    Admissions
   

 

 Numbers of applications by school, status, gender, race, domicile, state/city/county, 1st-year vs. transfer, previous school
      Admission test scores and high school rank in class (mean, median, middle 50% range) of matriculants by school
    Enrollment
      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
      FTE students by school, academic level, domicile, degree level
    Academic progress
      University GPA by school, academic level
      Undergraduate graduation rates (4 and 6-year rates) by school, gender, race, domicile
      Numbers of degrees conferred by school, degree level, major, gender, race
      Numbers of students on dean's list and the number suspended by school
    Financial aid
      Amount of aid awarded by category, school
      Numbers of students receiving aid by category and school
    Alumni
      Numbers of alumni by state of residence, gender, race, school, degree, major
  Employee information by month/year
    Numbers of employees by organizational unit, gender, race, EEO category, class code, age
    Numbers of faculty by function (instruction vs. administration etc.), organizational unit, gender, race, rank, age, tenure status, full/part-time status, endowed chair status
    Mean instructional faculty salaries and compensation by rank and organizational unit
  Financial information by fiscal year
    Revenues and expenditures by organizational unit and major object code
    Market value of endowment assets
    Total dollar amount of gifts and bequests received
    Dollar amount of sponsored program awards by school and grantor
  Facilities information
    Individual University buildings and renovations with their costs, completion dates, source of funds, square footage
    Square footage of facilities by program classification and function
    Total land holdings by location
  Library information
    Size of collections by library and type
Data Available from Financial Schedules (A Supplement to the President's Report -- categories drawn from the 1995 edition)
  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
  Employee Name and Title

Legally restricted data -- definition and examples
Legally restricted data are those data that require restrictions on access under the law or that the University decides to restrict in accord with the provisions of the Virginia Freedom of Information Act or other applicable law. Public requests for legally restricted data are reviewed by the Office of the General Counsel prior to responding. The University regards access to the following records and data as legally restricted (examples only -- not a complete list):
 

 

Patient data on individual patients
   
  • Patients may access their own medical records in accord with Health System guidelines.
  • Request should be directed through Health Information Services.
  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 University 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.
  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
      Specific questions about legally restricted data should be directed to the Office of General Counsel
Limited-access data -- definition and examples
Some data that are not legally restricted may be designated by University data stewards as data to which access by University employees is limited. Although its release or disclosure may be authorized under law or required in response to a Freedom of Information Act request, these data are not routinely made available to broad audiences. To access these data, University employees must follow the procedures developed by the data steward responsible for the data. Criteria for assignment of data to this category are developed by the relevant data steward and reviewed annually.
  Factors data stewards sometimes consider in deciding whether or not to limit viewing, copying and downloading of data (examples only):
   
  • Is data administratively sensitive?
  • Is data easily misinterpreted?
  • Is this data for which the University is owner or steward?
  • Does the data have implications for personal safety of employees?
Examples include:
  Employee data - salaries paid
  Facilities Management - engineering drawings of facilities

© 2008 by the Rector and Visitors of the University of Virginia.

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