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Ethnicity and Race Data Security

Race and Ethnicity Access Prerequisites
In order for individuals to gain access to the employee ethnicity/race data in the Data Warehouse, they are first required to have access to the Salary Management data collection. If you do not already have Salary Management data access, please complete and submit the Data Warehouse Access eForm for Salary Management Data.

Individuals who plan to use the student ethnicity/race data must have Student Records System (SRS) access before they can query the data collection in the Data Warehouse. Users must complete a Student Data Access Request eForm, and obtain supervisor and school access administrator (the same person who approves SRS accounts) signatures before sending the form to Data Administration. Users of student data must also take the online course.

Once the required above access has been obtained, please complete and submit the Data Warehouse Ethnicity/Race Access eForm.

Keep a Log
You might want to keep a log of the reports you create, even if you are giving it to someone within the University. The log might include:

  • Who requested the data.
  • When they made the request.
  • What data they requested.
  • Why they requested the data/how they planned to use it.
  • What query and/or report you used.

Releasing Data Within the University
Within the University, ethnicity/race data may be disclosed only if it is needed to do the business of the University, and only to those who need to know the information in order to do their jobs. If you are not sure whether to fulfill a request for this information, please contact the Office of Affirmative Action and Equal Opportunity Programs at 215-898-6993 (voice) or 215-898-7803 (TDD).

Questions you should ask to help decide whether to fulfill a request for ethnicity/race data:

  • Who wants the information?
  • Why do they want the information?
  • For what purpose will the information be used?
  • If they pass the information on to someone else, for what purpose will that person use it? Note: Usually, the data should be for the requestor's use only; no data should be posted in a public place including the World Wide Web.
  • How will they secure the information once they have it?
  • How will they dispose of the information when they are done with it? For example, hard copy reports should be shredded.

Desktop Security
Query Results.If you save your query results in Excel, pdf, or any other local file type, you must see to it that any sensitive data stored on your personal computer is safeguarded through physical security, access control software, or encryption.

  • Examples of physical security are locked offices and locked keyboards.
  • Examples of access control software are a screen saver with password protection (which your computer has been set up to initiate at startup) or specialized desktop security software.
  • If you encrypt your query results, you will need to decrypt them before accessing them with Business Objects.

Warehouse Access
When a computer is left signed into an account, it is easy for someone to gain unauthorized access. Either sign off from your account before you leave your computer or restrict access by some other means (physical security or access control software).

For more information on security and privacy, contact the University's Office of Information Security.

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Information Systems and Computing
University of Pennsylvania
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