Educause Webinar - Who owns the student data? Student Success Analytics - Data Governance
Educause Student Success Analytics Community group to explore the library of resources and discussions:
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Melissa Barnett from Georgia State University
Ravneet Chadha from the University of Arizona.
Q: Who should own the LMS data?
At Georgia State, the LMS is oversee by our data steward for the Center for Excellence in Teaching, Learning, and Online Education. However, when I aided the definition writer for LMS data, we needed to work with the Registrar because not all data stored in the LMS fall under the purview of the LMS but the Registrar. In this case, the LMS data steward is a data user of that data that they pull in from our SIS and the Registrar 'owns' those definitions.
Q: How do you view ownership overall? I.e. lets say using contact data that might be in an HR system for something like emergency alerts?- it's not explicitly stated that the contact info will be used for other purposes but is there anything actually stopping the institution from sharing within itself?
Ownership depends on a variety of issues. First, as we stated during the presentation, the institution owns the data it collects, oversees, utilizes, etc. However, there are regulations (e.g., FERPA, GLBA, HIPPA) on how data can be shared. According to FEPRA, student data and or anything related to the student record (e.g., emergency contact numbers, images, etc.) cannot be shared without the student's consent unless it is for "legitimate educational purposes." There are a few instances where a student consent is not needed, and I encourage you to look into FERPA or speaking with your registrar regarding the various nuances of the regulation.
You offer the example of the HR system and emergency contacts, possibly for employees. Who collected or generated the data? At Georgia State, where units collect sensitive and confidential information, units are required to let the respondent who provides the information know how they'll use it, and the respondent must agree in order for the collector to use the data in way they intend. Additionally, who oversees what data may vary by institution. In some institutions, they create a person record, i.e., data they collect on everyone, and there is a steward and trustee named over the person record. In other instances, it might be another unit on campus. In either, you'd need to receive permissions to access from those responsible.
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