UNLV Data Policies - DA03 Data Usage
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DA 03 UNLV Data Usage Policy
Ensure that the data assets of the University are not misused.
Purpose
This policy is intended to ensure that the data assets of the University are not misused or abused. Open access to data requires University personnel to respect the privacy expectations and security levels of the data, and to use it for the purposes intended and not for personal gain or for other inappropriate behavior.
Philosophy
The premise of all UNLV Data Governance Policies is that data is a valuable resource belonging to the University. Data Governance assumes freedom of access to University data by all members of the community, coupled with the responsibility to adhere to all policies and all legal constraints governing that use.
Applicability
Adherence to this policy is mandatory for all University personnel.
Background
University data are institutional assets and are held by the University to support its fundamental instructional, research, and public service missions. This policy is intended to assure that data are used ethically, according to any applicable law, and with due consideration for individual privacy. Data Usage policy falls within the parameters defined by the Office of Information Technology Security Policy IS01: Global Information Security Policy for UNLV Information Technology Resources.
Policy
Use of data depends on the security levels assigned by the data steward. These are directory information, University restricted, and restricted by law or University need. Access to data for University business is authorized by the data steward on an as needed basis, but is made openly available when need has been established. The data steward grants authority to update data only to personnel whose job duties specify responsibility for data update.
Directory Information can be disseminated (whether in summary or specific form). Even for those elements, release should be guided by the absolute requirement to respect individual privacy and to protect the integrity of the data. The release of all other data must be approved by the data steward(s) for the element(s) involved. Directory Information includes data elements identified as being releasable for an individual unless specifically requested not to do so through the provisions contained within FERPA. For employees, a public roster is maintained that contains directory elements as defined within Nevada Revised Statue - NRS 284.105. The roster will include:
(1) The class title of the position held.
(2) The salary or pay.
(3) Any change in class title, pay or status.
Special care must be taken in the creation of "downloaded" files so that both the values and their meanings as defined in the Data Dictionary are not altered.
Consequence of Noncompliance
UNLV employees and students who fail to comply with the policies will be considered in violation of the University's relevant codes of conduct and may be subject to disciplinary action or to legal action where laws have been violated. In less serious cases, failure to comply with this policy could result in denial of access to data.
Performance Indicators that Illustrate Progress toward adherence to this Policy
Assignment of security levels to common data elements
Identification of UNLV, NSHE, Nevada and federal policies and/or legislation that impacts data elements
Formalizing consequences of non-compliance
Comments from Executive Sponsors
September 24, 2006 from Dawn Neuman
Usage
Definition of Administrative Data
Categorization of and definition of data
Protection of Data
Accurate Presentation of Data
This is the D R A F T policy in official MS Word format
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University Data - the collection of data elements relevant to operations, planning, or management of any unit at UNLV, or are reported or used in official administrative University reports.
Data Steward - the individual identified by the Executive Sponsors to be responsible for collecting and/or maintaining the specified data element(s).
Data Integrity - the qualities of reliability and accuracy of data values.
Directory elements are so designated by the data steward, and are not limited to student and staff information but may also include financial and research data.
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