Chapter 3425
Table of Contents
.010 Purpose
.020 Policy
.030 Responsibilities
.040 Questions
To establish policy for the management of University institutional data and the responsibilities for the protection of those data.
An element of data is considered institutional data if it satisfies one or more of the following criteria:
It is relevant to planning, managing, operating, controlling, or auditing administrative functions of an administrative or academic unit of the University.
It is generally referenced or required for use by more than one organizational unit.
It is included in an official University administrative report.
It is used to derive an element that meets the criteria above.
Data elements used internally by a single department, research project or office are not considered part of the University's Institutional Database.
Kansas State University's institutional data, by definition, practice, and intent, is a university asset.
The institutional data will be safeguarded/protected. As an institutional asset, data will be protected from deliberate, unintentional or unauthorized alteration, destruction and/or inappropriate disclosure or use in accordance with established institutional policies and practices and federal and state laws.
Data will be shared based on institutional policies. Institutional data are not owned by a particular individual, unit, department or system. Institutional data will be made accessible to all authorized users and systems. Research and instructional data may be protected as is appropriate, and clinical data will be protected according to confidentiality standards.
Data will be managed as an institutional resource. Data organization and structure will be planned on functional and institutional levels. Data usage and data sources will be managed through the data stewardship principles of administering and controlling data quality and standards in support of institutional goals and objectives.
Institutional data will be identified and defined. Standards will be developed for the identification and representation of data in the database. Controls will be established to assure the completeness and validity of the data, and to manage redundancy. Guidelines for data integrity, validity, availability, accessibility, interpretation, and ease of use will be established and promoted.
Databases will be developed based on needs of University processes. Data architectures will be developed to support our institutional processes. These data architectures will drive physical implementation of databases.
Every University Dean and Director is responsible for implementing and ensuring compliance with the Kansas State University Information Resource Management Policy. Responsibilities include initiation of specific goals, objectives and action plans to implement the information policy, and active support of strong data management through data stewardship.
Questions regarding this policy should be sent to the Vice Provost for IT Services at lcarlin@k-state.edu.
