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
- 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 http://www.upenn.edu/computing/da/dw/student/ferpa.html.
The University's policy on the Confidentiality of Student Records is
available at http://www.upenn.edu/privacy/policies_publications.htm.
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
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
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.
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.