Administrative data governance within the Colorado State University System refers to the set of policies, procedures, and practices put in place to ensure that data is managed effectively, securely, ethically, and in accordance with all regulatory requirements and system priorities. It encompasses the processes of collecting, storing, managing, sharing, and using administrative data across all three institutions and at the system office. The Administrative Data Governance Committee membership includes representatives from each of the three campuses and a variety of functional units. Collectively, they work to ensure that data governance across the system is consistent and accomplishes the following: Data Quality Assurance: With vast amounts of administrative data being generated (HR, student, financial aid, enrollment, finance, admissions, etc.), ensuring its accuracy, completeness, and reliability is crucial. Data governance establishes standards and procedures for maintaining data quality, reducing errors, and improving the overall integrity of the data. Compliance and Regulatory Requirements: Each campus, higher education institutions, are subject to various regulations and compliance standards, such as FERPA (Family Educational Rights and Privacy Act), The Electronic Communications Privacy Act of 1986 (ECPA), etc. Data governance ensures that campuses adhere to these regulations by defining protocols for data handling, privacy protection, and security. Appendix A of the Centralized Administrative Data Governance Policy lists relevant policies and legal statutes. Risk Management: Effective data governance helps mitigate risks associated with data breaches, unauthorized access, and data loss. By implementing security measures, access controls, and data encryption techniques, we safeguard information and prevent potential threats to data security. The roles of the Chief Data Administrator, Data Authority, Data Steward, and Data User are described below. Decision Making and Institutional Planning: Data-informed decision making is increasingly important for strategic planning, resource allocation, and performance assessment. Administrative data are an institutional asset that should be used to inform decision-making processes, improve institutional effectiveness, and support academic and administrative initiatives. Interoperability and Integration: Within the System, multiple I.T. systems and platforms are used to manage different aspects of our operations, such as student information systems, learning management systems, advising systems, HR systems, and financial management systems. Data governance promotes interoperability and integration by establishing standards for data formats, protocols, and interfaces, enabling seamless exchange of information between disparate systems. Stakeholder Trust and Transparency: Students, faculty, staff, and other stakeholders entrust our campuses with their personal and academic information. Data governance builds trust and transparency by establishing clear guidelines for data collection, usage, sharing practices, and by ensuring accountability and compliance with ethical principles. Resource Optimization: Efficient data governance practices help optimize the use of resources by eliminating redundancies, streamlining processes, and reducing administrative overhead associated with data management. This allows institutions to focus their efforts and investments on activities that directly contribute to their educational mission and goals. Governance Roles Chief Data Administrator The Chief Data Administrator has overall responsibility for the operational, procedural, and technological data environment. They are responsible for carrying out the policies, procedures, and activities engendered by the Committee. It is also their responsibility to oversee the appointment of Data Stewards in colleges and administrative units, and to distribute updates to documentation and guidelines as appropriate. Data Authority A Data Authority is responsible for data pertaining to the System of Record (SOR) in their functional area. They are responsible for classifying the data in the SOR and ensuring processes are in place to collect appropriate data for University purposes while safeguarding privacy and confidentiality. This table lists Data Authorities and their respective area of responsibility. Data Area Campus Data Authority Email CSU Foundation Systems Fort Collins David Ryan David.Ryan@colostate.edu Facilities Systems Fort Collins Tom Satterly Tom.Satterly@colostate.edu Financial Systems Fort Collins David Ryan David.Ryan@colostate.edu General Directory Fort Collins D Tobiassen Baitinger and/or Nick Cummings D.Tobiassen_Baitinger@colostate.edu Nick.Cummings@colostate.edu Human Resource Systems Fort Collins Nick Cummings Nick.Cummings@colostate.edu Information Systems Fort Collins Josh Clark Josh.Clark@colostate.edu Sponsored Research Systems Fort Collins Alyson Rome Alyson.Rome@colostate.edu Student Systems Fort Collins D Tobiassen Baitinger D.Tobiassen_Baitinger@colostate.edu Student Systems Pueblo Carol Larson carol.larson@csupueblo.edu Data Steward Data Stewards are responsible for oversight of the Data Users under their authority, including understanding the individual’s business needs for access to data, approving requests for access to data from potential Data Users, ensuring Data Users have the knowledge, expertise, and ability to access, manipulate and generate high-quality reports from institutional administrative data (including attending training as need to maintain a high level of skill and facility), informing Data Authorities when responsibilities or job duties have changed such that a Data User no longer needs or should have access to institutional administrative data, and verifying and keeping up to date the list of Data Users under their authority. View List of ODS Data Stewards If your department does not have a designated data steward or needs to have their data steward authorization renewed, please have the individual serving in the data steward role complete the following form: Data Steward Authorization Request Data User Data Users are CSU employees who have been given permission to access institutional administrative data by their Data Steward, as approved by the appropriate Data Authority(ies), and generally as implemented by the Division of Information Technology. Data Users must: Complete training on the appropriate definition, access, storage and use of data sets as well as centrally managed enterprise reporting tool(s). Access only the minimum amount of data required to perform their business functions. Access data only in their conduct of university business, and in ways consistent with furthering the university’s mission of education, research, and public service. Preserve the confidentiality and privacy of individuals whose records they may access. Observe any ethical restrictions that apply to the data to which they have access. Abide by applicable laws, regulations, standards, and policies with respect to access, use, disclosure, retention, and/or disposal of information Data Users must not: Disclose data to others except as required by their job responsibilities and approved by their Data Steward. Use data for their own or others’ personal gain or profit. Access data to satisfy personal curiosity. Store data in any manner that violates existing university policies. Resources Administrative Data Governance Policy Interim Guidelines for AI in University Operations