Use of Institutional Data for Institutional Purposes

***DRAFT (not yet approved)***

001.2016.02 - Institutional Data Used for Institutional Purposes

Effective:TBD  (ref. 004.2016.03)

Drafted: March 2016

Approved by DMC: TBD

I. Guideline: Institutional Data Used for Institutional Purposes

Institutional data are a critical university asset and are to be used for strategic, operational, and regulatory purposes.  As such, and particularly in times of lean resources, the availability of institutional data for the advancement of the overall institutional mission and improvement of operational efficiencies must be prioritized over individual needs, specific research endeavors, or non-compulsory external requests for information. Therefore, institutional data will not be provided for studies, consortia, research, thesis or dissertation, individual publication, presentation, media or other external responses without express written consent by the Data Management Committee on behalf of the Provost.  Further, institutional data may not be used for non-administrative research purposes without direct sponsorship by an executive officer of the institution, and no such request will be considered unless IRB approval for the project has already been obtained by the requestor (or the IRB has notified the requestor that approval for the project is not required).

Procedure for requesting approval are described in DMC Procedure 802.2016.03 Requests for Use of Data for Private Research, Thesis, or Dissertation.


II. Purpose

A primary objective of the Data Management Standards is to ensure that institutional leaders, (executive, administrative, and operational) have appropriate and timely access to detailed institutional data in order to make informed business and strategic decisions for their colleges, departments, or units in support of the institutional mission.  While the DMC acknowledges that use of institutional data in support of individual studies, research, thesis, and dissertation activities is congruent with the overall institutional mission, unlimited provision of data for such uses can ultimately prove burdensome for central units and could also pose additional risks to the institution when not closely aligned with strategic institutional initiatives.  Therefore, it is the DMC’s position that institutional data should not be used for private research or other individual purposes and, to obtain such access, there must be overwhelming evidence of the benefits, and very low potential risks, to the institution.


III. Scope & Audience 

This guideline applies to all employees of the university. 

This guideline does not preclude the use of institutional data by individuals who have filed an Open Records Request for data under the Public Information Act. 

Individuals with operational or strategic responsibility for providing information as a service to university constituents are not constrained by this guideline.  These include executive administration, officers of the university, and central administrative units with responsibility for fulfilling external requests from federal, state, county, local, or regional agencies, or from accrediting organizations.  Further, offices routinely tasked with responding to both internal and external requests for information may continue to do so without impediment by this guideline.


IV. Definitions (specific to these guidelines)

  • Institutional Data
  • Non-administrative Research


V. Website (for policy)


VI. Contacts 




DMC Chair

VII. Related Information 

The Data Management Committee is currently developing a “Data Access and Use Guide” that further describes the appropriate uses of institutional data.


This guideline neither precludes nor supersedes any existing legal, regulatory, or university rule or policy.


VIII. Policy References

DMC Guideline 005.2016.03 Definition of Institutional Data


IX. History 

Last revision date: n/a