DG 1.01pr - Data Governance Committee Charter :

SUMMARY/SCOPE
Edmonds College’s decision to establish a formal Data Governance Committee (DGC) reflects shared understanding that timely access to meaningful information is essential to the college’s educational mission. Deriving insight from data is the heart of analytics, and the purpose of the DGC is to support student success and institutional effectiveness.

DESCRIPTION
The purpose of the Data Governance Committee is to establish the priorities and mechanisms for sharing, developing, and managing Edmonds College data resources. These include data itself; metrics derived from data; data storage and retrieval systems; data-delivery platforms and tools; and the many college systems and processes that support these resources. In fulfilling its charge, the DGC will address strategic and operational issues across four broad domains: (1) data use and reporting, with commitment to equity, (2) data quality, (3) data flow/availability, and (4) data access/security, (5) data sharing, (6) data management policies and procedures.

The DGC will engage in activities that include providing appropriate access; resolving conflicts; developing policy; raising awareness; and educating the college about data. In all of these activities, the DGC will work to maximize value from the college’s data and analytic resources, minimize inefficiencies, and mitigate between the necessity for data access and privacy.

PROCEDURE DETAILS
1.0 Committee appointments

Voting members of Data Governance Committee are role based, and positions are approved by the President of the college, based on recommendation of the committee co-chairs. These appointments are Data Stewards representing key functional and technical areas of the college. Replacements/substitutions are made at the discretion of the President. PLT members are non-voting ex officio members of the committee. Other non-voting ex officio members may be appointed by the co-chairs as needed.

The Committee has two co-chairs: The Chief Information Officer, and the Vice President for Finance, Grants, and Institutional Effectiveness.

1.1 Member roles/responsibilities

A core principle of data governance is that data crosses division and departmental boundaries, and belongs to no single office or individual. Individuals and offices serve as stewards of data that belong to the college. A central requirement for service on DGC is an active commitment to represent the broad interests of the college as a whole. Members are expected to contribute expertise and wisdom from their functional/technical areas of practice, and to work beyond divisional interests in service of larger college goals for the use and management of data. In addition, members will be the key points of contact about data governance for their functional areas. This role entails sharing relevant information and updates from the DGC and seeking input from colleagues and supervisors, as appropriate, on key data policy and data governance issues. Members will attend DGC meetings on a regular basis and, periodically, take on work assignments and participate in committee activities that extend beyond formal meeting times. These activities will be regarded as part of committee members’ official job duties and supervisors will allow sufficient time for their DGC members to complete committee work and related assignments.

1.2 Committee activities and responsibilities
The committee will serve at a strategic level, with a focus on developing policy, standards, and recommendations to guide the implementation of responsibilities outlined above. Implementation of DGC policies will fall to appropriate staff and functional administrators at the college. Policies or advisory statements developed by the DGC will include recommendations for action that address specific issues related to data use/reporting, data quality, data flow/accessibility, and data security/access. These policies will be posted clearly in the policy catalog and will be subject to periodic review. A summary of DGC policy decisions will be provided to college administrators at least annually, or as requested. The DGC agrees to report on its activities and the co-chairs will review its charter with the President annually.

Data Governance Committee will administer:

Approval processes for major systems selection, contract negotiation, and implementation.
Standards for vetting vendors that will have access to college data.
Processes for reviewing and approving security protocols for all third-party software systems that either receive or hold college data offsite or that require authentication of college users through college authentication systems.
Processes for annual system audits.

1.3 Meetings
The DGC will convene at least monthly throughout the academic year, with periodic subgroup meetings and committee activities, as required, in between the monthly standing meetings. Requests, discussion, and decisions regarding data and data systems will be recorded in an electronic Change Log system. The Change Log will be used to outline actions that can be taken, once approved by committee members. The committee agrees to keep a written record of its discussions to serve as a reference for the committee and, as appropriate, a resource for the college. The written records will be available in a shared, electronic format, such as a shared online folder, on an internal website, or in an electronic system.

RELATED POLICIES AND PROCEDURES
DG 1.0 Data Governance
DG 1.02pr Data Security/Access
DG 1.03pr Data Flow/Availability
DG 1.04pr Data Use/Reporting
DG 1.05pr Data Integrity/Quality

CONTENT OWNER. The primary responsibility for this policy belongs to:
Chief Information Officer

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Chief Information Officer; Vice President for Finance, Grants, and Institutional Effectiveness

REVIEW PERIOD
Three years or earlier if needed. Requires President’s Leadership Team approval.

REVIEW HISTORY
2024-Jan 19 Revised and approved by President’s Leadership Team

2018-Dec 10 Approved by President’s Cabinet