DG 1.04pr - Data Use and Reporting :

• compiling reports and analyzing documentation regarding data collection, analysis, and reporting-responsibilities of departments;
• identifying areas where responsibilities may require agreement between two or more departments; 
• identifying potential data inconsistencies or inaccuracies; 
• providing institutional reporting standards; and
• providing data support for the college’s commitment to advancing equity. 

Divisions/departments must provide OPRA with their processes for reviewing the accuracy of data collected by the division/department and used for internal and/or external institutional reporting purposes.

PROCEDURE DETAILS
The Office of Planning, Research, and Assessment and the college’s Data Stewards, under the Charter of the Data Governance Committee has the oversight:

• To increase the college’s capacity to interpret data and draw inferences from data in order to inform planning, evaluation, decision-making, and resource allocation.
• To comply with applicable federal, state, and local laws, as well as guidelines and regulations established by federal and state agencies regarding data reporting and privacy protection.
• To clarify responsibilities and procedures regarding the collection, analysis, and dissemination of institutional data.
• To ensure the accuracy of institutional data and reports.
• To ensure that institutional resources are invested in the production of high quality data and reports that meet external accreditation and reporting requirements, and support institutional decision-making.

Oversight goals:

• Ensure that consumers of the data for which the Data Stewards are responsible are aware of information handling procedures.
• Educate consumers about data to understand the source and purpose of the reported data, to validate selection criteria as correct, and to ensure that data is clearly identified and explained. 
• Confirm data is validated in terms of context, definition, and timing in the administrative or academic cycle. Reports and extracts should include the reporting or extract date and/or timeframe that the data represents. 
• Evaluate requests for quantitative and/or qualitative data on a case-by-case basis, and fulfill requests based on the confirmation that the request(s) inform initiatives (1) aimed at improving or directly supporting college operations, students, faculty, and staff, and/or (2) that align with the college’s comprehensive plan. 

• Confirm that employees who work with student data are aware of and follow all regulations regarding release of that information. Student information and confidentiality is covered under the Family Education Rights and Privacy Act (FERPA).

• Questions related to appropriate use and interpretation of data will be directed to OPRA staff and/or appropriate Data Stewards under the oversight of the Data Governance Committee.

 

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-Feb 01  Revised and approved by President’s Leadership Team

2018-Dec 10  Approved by President’s Cabinet