Data Governance Council Meeting Minutes June 13, 2007
Attendees: Lynne Personius, David Ellison, Rick Storlie, Frank Lucas, Susan Hobbes, Gwenn Pons, Gina Strebel, Debbie Powell, Monty Young, Don Diener, Elora Paik, Kivanc Oner, Anthony Vaughn, Christina Drum
I. New Member Introduction
Lynne introduced new members of the Data Governance Council: Rick Storlie and Frank Lucas from Facilities, and Kava nc Oner, Director of Data Resources Division of Research Graduate Studies.
II. Administrative Details
Although most people do not want to get general system down notices sent to the DG Council mail list, everyone was informed to let Mary Williams know if they would like this information sent directly.
Lotus Notes Scheduler will no longer be used for reminders or to schedule DG Council meetings. E-mail notification will be used instead.
III. Data Stewardship
Lynne discussed article by Robert Seiner focusing on creation of data administrators within each department, defining two categories of roles: managing and participating and the overview of each role at UNLV. The Data Stewards are empowered by the Executive Sponsors to take action and establish data administrators where necessary.
Lynne asked Karen Emptage to explain some of the procedures her area is currently using. SIS Data Element Group has been established and meets monthly to discuss data element issues. There are three people within Student Accounts that create a hierarchy of help with in the department.
Lynne suggested a target date of August, 2007 for the DG Council members to establish data administrators where necessary and to send those proposals to the Executive Sponsors.
IV. FERPA
Karen Emptage discussed the changes, procedures and operation plans regarding FERPA.
She reported on a FERPA Workshop with LeRoy Rooker,Director of the Family Policy Compliance Office U.S. Department of Education that was held here at UNLV in mid-May.
Flyer will be sent out to all students currently registered for Fall 2006 minus graduates, summer admits, and Fall 2007 admits, as an annual notification of their rights under FERPA.
SCS security Group - how other schools are getting FERPA information out before granting SIS access. Some strategies are:
- Click on link that asks you to agree to respect FERPA
- Hold application until manually approved for FERPA compliance
UNLV suggests that a link to a FERPA tutorial be provided and a form printed out when the tutorial is completed. A FERPA tutorial is built but not available on the web yet.
Don Diener asked if there were any FERPA flags. Karen explained the Name Directory Release option that a student selects yes or no to. Their answer would flag whether their information could be released or not. There is also a breakdown of options to specify commercial purpose, UNLV purpose, etc.
If contracting with a company, for example Tuition Management, the contracting company can not re-disclose information.
V. OIT Data Security Policies first of four part presentations by Don Diener Don began by mentioning that in October of 2006 the Board of Regents mandated that the System was responsible for issuing a policy to protect sensitive data. UNLV hired a security specialist to begin drafting a policy.
Don summarized UNLV IT Policies, Series IS – Capstone Policies Group. Policies can be looked at and downloaded by going to: http://www.unlv.edu/infotech/infosec/ipolicy.html
Any further questions about IT policies can be sent to Don Diener.
This is the time to give input to these policies. Monty Young stated that the Provost office has approved an Executive Policy Review Committee.
VI. Action Items:
a. DG Council approved the forward of status report to Executive Sponsors
b. Gina Strebel would like the issue of procedures for removing or changing security accesses when employees transfer within departments be discussed at future meetings. Elora Paik offered to talk with Matt Garland about Web Contracts and transfer of employees to different departments.
c. E-mail will be used to schedule appointments, reminders and updates.
d. Deadline for August, 2007 agreed upon to establish data administrator roles within each unit.
e. Lynne to schedule meetings to discuss developing procedures to address data issues.