Faculty Collection Data Security
Faculty Collection Access Prerequisites
Those who wish to access the Faculty
data collection must
the Faculty Data
Access Request eForm. Individuals wishing to access Graduate Group information should submit that eForm. Although there is no training
prerequisite, approval from the Provost's Office along with
requestor's supervisor and school/center access administrator is required.
Releasing Data Outside the University
The only two offices that may disclose faculty data
the University are the Office of the Provost and Institutional
Research & Analysis. If you do not work for those offices and you receive a request for data to be sent outside the University, refer the requester to the Office of the Provost.
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, faculty data may be disclosed only if it is needed
to do the business of the University, and only to those who need to
the information in order to do their jobs. If you are not sure whether
to fulfill a request for faculty data, contact the Office of the Provost.
Questions you shoud ask to help decide whether to fulfill a request
for faculty 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.
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 peronal 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.
When a computer is left signed to 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 Office of Information Security.