Administrative Data Access Policy
Information maintained by the University is a vital asset that will be available to all employees who have a legitimate need for it, consistent with the University's responsibility to preserve and protect such information by all appropriate means. The University is the owner of all administrative data; individual units or departments may have stewardship responsibilities for portions of that data.
The University expressly forbids the use of administrative data for any purposes other than those required to conduct the business of the University. Employees accessing data must observe requirements for confidentiality and privacy, must comply with protection and control procedures, and must accurately present the data in any use.
This policy is for the internal use of information for employees at Ashland University. External requests for information are handled in accordance with other University policies.
For the purposes of new installations and any new data storage, this policy takes effect immediately. In cases where there are existing installations, or data stored on non-approved hardware, this policy will be enforced beginning September 1, 2007.
Administrative data access clients, including, but not limited to the Datatel User Interface may only be installed on University owned and approved machines.
Administrative data access clients may also be installed on a temporary basis on University owned classroom machines for instructional purposes.
Administrative data may only be saved to University owned and approved machines when required to conduct University Business.
Administrative data includes, but is not limited to:
- Student information
- Alumni Information
- Employee information
- Financial information
University owned and approved machines include:
- University owned and supported network servers.
- University owned and supported office computers attached to the campus network.
- University owned and supported laptops used both on and off campus.
- University owned and supported office computers set up for use from an alternate work place (such as an employee’s home).
University owned and approved machines DO NOT include:
- Computers purchased by employees for home use.
- Student owned computers.
- Lab, Classroom, or other public use computers.
- For the purposes of loading administrative client software public use computers may be approved on a temporary basis, but administrative data still may not be saved on such machines.
- For the purposes of loading administrative client software public use computers may be approved on a temporary basis, but administrative data still may not be saved on such machines.
- Laptops checked out from one of the laptop checkout areas, or the Help Desk
- Removable storage devices or media.
Last revised 3/28/2007