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Tuition Distribution Collection Data Security

Data Warehouse Access Prerequisites
The Tuition Distribution data collection is part of the University of Pennsylvania's Data Warehouse. Access to the Data Warehouse requires three things. You need all three:

  • permission, which is obtained via the Tuition Distribution e-form, available from the Data Warehouse Access Forms page
  • a query tool
  • training, available via Penn's Knowledge Link library of online tutorials


Tuition Distribution Collection Access Prerequisites
In general, users of the Tuition Distribution Collection will need training on the vocabulary and concepts used. The collection includes data from the Student, Billing & Receivables, and General Ledger collections.

Users also need to complete the online training in Knowledge Link. From the

Those individuals who do not already have access to the Tuition Distribution data collection must complete a Tuition Distribution Data Access Request eForm and obtain supervisor, school access administrator and Student Financial Services (SFS) approval.

Regulations and Policies on Student Data
Federal regulations regarding access to student data are spelled out in the Family Educational Right to Privacy Act (Buckley Amendment), commonly known as FERPA. For more information, see

The University's policy on the Confidentiality of Student Records is available at

Releasing Data Outside the University
The only office that may release this data is Student Financial Services (SFS). Requests for Tuition Distribution data should be directed to SFS.

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, Tuition Distribution 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 Tuition Distribution data, contact Student Financial Services.

Questions you shoud ask to help decide whether to fulfill a request for Tuition Distribution 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 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.

Warehouse Access
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.

  Collection Information:

Information Systems and Computing
University of Pennsylvania
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