Academic Data Domain Council

General:

• Continued review and approval of EDW access requests.
• Continued review and approval of Academic Terms from the Academic Terms Vetting Group.
• Data Governance Operating Committee Core Term Vetting Updates.
• Initial work to create the Academic Domain information text to supplement the Human Resources Domain information on the UW Privacy Office Demographic Data.
• Discussing challenges concepts like what to provide to researchers wanting information on sex and gender for their studies when we only ask for Male or Female on our admissions’ applications.

Intake Form Review:

• Request to add first, middle, last, and suffix to SDB screens to allow information from admissions’ applications to move to EDW. SDB truncates first and middle together and creates problems for students having their first and middle names turned into one.

Institutional Organizational Structure (IOS) Crosswalk

• The Council has been receiving updates from members of the Office of Planning and Budgets’ teams responsible for setting up the crosswalk for academic data with the new IOS.
• They are hoping to use Kauli Curriculum Management to execute part of this cross walking and are working with the UW Curriculum Office to explore this.

• Continued review and approval of EDW access requests
• Continued review and approval of Academic Terms from the Academic Terms Vetting Group
• Data Governance Operating Committee Core Term Vetting Updates
• Initial work to create the Academic Domain information text to supplement the Human Resources Domain information on the UW Privacy Office Demographic Data

Intake Form Review:

• Request to add first, middle, last, and suffix to SDB screens to allow information from admissions’ applications to move to EDW. SDB truncates first and middle together and creates problems for students having their first and middle names turned into one.

Institutional Organizational Structure (IOS) Crosswalk

• Council member, Alice Few, has represented the Council when working with the Office of Planning and Budget and UW-IT ERA team members to create the crosswalk from the former FINORG coding to the new IOS coding. Once the crosswalk is established the Council will assist with reviewing requests for new coding, as it will be managed using the Kuali Curriculum software, out of the UW Curriculum Office housed in the Office of the University Registrar

• Continued review and approval of EDW access requests
• Continued review and approval of Academic Terms from the Academic Terms Vetting Group
• Data Governance Operating Committee Core Term Vetting Updates

Intake Form Review:

• Request to add first, middle, last, and suffix to SDB screens to allow information from admissions’ applications to move to EDW. SDB truncates first and middle together and creates problems for students having their first and middle names turned into one.
• Amending Educational Level table in the SDB to include more details to serve needs for both undergraduate and graduate questions related to First Generation status
• Emergency Contact collection status proposed changes; still in progress
• Request for new role in the EDW for Hall Health to manage COVID Vaccination Requirement
• Advising UW-IT Information Management on Internal Controls recommendation to remove student data in EDW which exceed retention schedules

Guest Presentations: Rob McDade, Information Management, UW-IT, “What is SMATing?”
UW Privacy Updates

• Continued education of the Council on the need to complete the TrustArc inventory activities

• Subcommittee work:
  • Residency and Citizenship Subcommittee – work in progress
  • Education Level in the Student Database – work in progress
• Reviewing and Approving Academic Term Vetting Backlog
• Reviewing and Approving EDW and BI Portal Access Requests
• Preparing to support TrustArc Personal Data Inventory Software Implementation
• Trained on Records Retention vs. Archive Records by Barbara Benson, Records and Retention
• Discussions:
  • Student Database name format in a single field vs. splitting out all three names
  • Emergency Contact data collection and storage
  • Supporting Reporting Prioritization Group changing from “Caucasian” to “White” in BI reports and EDW
  • Exploring topic of who determines race/ethnicity questions on admissions applications

• Subcommittee work:
  • Location Data Subcommittee – work completed
  • Residency and Citizenship Subcommittee-work in progress
• Reviewing and Approving Academic Term Vetting Backlog
• Reviewing and Approving EDW and BI Portal Access Requests
• Preparing to support TrustArc Personal Data Inventory Software Implementation

• Data Domain Council Chairs Intake Form spreadsheet review
• Feedback on IOS Phase C Taskforce Report
• Feedback on Intake Form request: Proper capture and storage of person names
• Presentation by Jason Campbell on Institutional Organization Structure Taskforce Reports and Data Domain Council review plans
• Navigating MS Teams’ folder for Academic Data Domain Council
• IOS Phase C Taskforce Report and PPT review

• First convening and onboarding with Data Governance leadership