Memorandum of Agreements for Information Access

Chapter 3437

Revised September 2, 2010

Table of Contents

.010 Preamble

.020 Access to Information

.030 Use of Data

.040 Contact Information

.050 Questions


.100 Data Access Process Flow

.110 General Information Agreement

.120 Information Access Request

.130 Data Steward Agreement

.010 Preamble

The memorandum applies to information contained in the University's administrative systems. This information includes data about faculty, students, staff, financial aid, financials, and facilities. The agreements and procedure apply to information access requests of the following IT units:

Computer and Network Services
Office of Information Systems
Data and Information Administration
Division of Continuing Education nformation Systems

These agreements and procedure are derived from the university Information Technology Usage Policy. The usage policy may be viewed at: http://www.ksu.edu/policies/ppm/3420.html

.020 Access to Information

The University adheres to the provisions of state and federal privacy and records laws. In so doing, the University:

Providing efficient and effective access allows the University to minimize expenses related to record keeping and document production and maximize the resources devoted to the primary mission of the University.

The University will provide all employees with the information they need in order to carry out their responsibilities in as effective and efficient a manner as possible.

Access to private information will be limited to authorized individuals whose jobs reasonably require it as determined by an appropriate approval process. It is the responsibility of the requesting department head that the data is used in accordance with University policies and procedures.

.030 Use of Data

Considerable variation constitutes acceptable use from system to system. It is the responsibility of the respective data steward to educate the requestor on the restrictions and requirements for the use of the data. These restrictions and requirements will be documented explicitly either directly within the memorandum or referencing the web site containing the information.

Administrative data users are responsible for:

.040 Contact Information

Data Stewards:

Student Information System Data, Registrar's Office - Elaine Heller, eah@ksu.edu, 532-6254,

HRIS Data, Human Resources - Jennifer Gehrt, jgehrt@ksu.edu, 532-6277

Non-credit student data, DCE - Loren Wilson, lorenw@ksu.edu, 532-2561

KEAS/eID information, CNS - Chuck Gould, chuck@ksu.edu, 532-4923

Student Photos, The ID Center - Craig Johnson, cjohnson@ksu.edu, 532-6591

Financials - Brian Kraus, bkraus@ksu.edu, 532-6481

Data Provider Contacts:

KEAS/eID information, CNS - Chuck Gould, chuck@ksu.edu, 532-4923

HRIS, ISO - Diana Blake, dkblake@ksu.edu, 532-7843

Student Information System Data, ISO - Diana Blake, dkblake@ksu.edu, 532-7843

K-State Online - Loren Wilson, lorenw@ksu.edu, 532-2561

Financials - Diana Blake, dkblake@ksu.edu, 532-7843

Data Retention Contact:

Data and Information Administration - Jan Alexander, jan@ksu.edu, 532-2652

.050 Questions

Questions regarding this policy should be sent to the Chief Information Officer at its@k-state.edu.

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Kansas State University
September 2, 2010