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–Draft Support

Many groups in the University are available to help with questions, requests, reviews, or issues with data.

You can refer to the groups that have some role in Data Governance listed on the Data Governance Overview page of this website.

If you can’t find the right resource on this list, the Data Governance Oversight Group (DGOG) is available to consult with you.  For a consultation, please send a ticket via the University Data Assistance Request.

How to send a University Data Assistance Request?

The best way to ensure that your University Data Assistance ticket submitted to the Data Governance Oversight Group is processed quickly is to fill it out thoroughly and well. Please see below three examples of what submissions should look like.

University Data Assistance Form – “I need data” Option

University data assistance for staff and faculty

Describe Needs

* Indicated required

  1. *Requested for
    1. Answer: Alexandra Corbett
  2. Requested for department
    1. Informational text: If you have multiple departmental affiliations, please select the correct affiliation for the request you are submitting. The departmental affiliation can determine how a request is routed, so choosing the correct one for this request will help route the ticket to the correct department.
    2. Answer: ASOD HR
  3. Requestor role
    1. Informational text: What is your role related to this request (or related to data that prompted this request). Examples: Researcher with raw data; Unit administrator wanting new report; Project manager needing review of SSN use.
    2. Answer: HR Consultant obtaining a yearly report needed by the Assistant Dean for CODA certification
  4. What University data
    1. Informational text: Please describe what University data this request relates to. You will have the opportunity to provide precise field names in later questions if it is that sort of request, this should just give a general outline of what you know of the data prompting this request.
    2. Answer: Is it possible to get a report run on July 1st every year since 2016 through 2021 showing the employees that were active on those dates?
  5. Intended Use
    1. Informational text: What is the intended use of data related to this request? Will it be one-time or with duration? What is the purpose? Who is the audience? Examples:
      1. one-time report for internal administrative use
      2. procurement of service from vendor that will have ongoing potential access to data
      3. creating a new administrative form for internal use on an ongoing basis that will collect SSN
      4. reporting data to government agency on an annual basis for required compliance purposes
      5. interface new application with Enterprise system for ongoing internal use for room scheduling
    2. Answer: Commission on Dental Accreditation report is due, this information is a required part of the report
  1. Timeline
    1. Informational text: If you are working under a deadline or have project milestones related to this request, or you select “other,” please add that information in the Additional Information box Please understand that depending on the data source, time of year, complexity, and available resources, this request may take fifteen or more business days to complete. We will endeavor to give you an initial response within one business day.
    2. Answer: One month.
  2. *What kind of request?
    1. Informational text:
      1. I need data: For reports, dashboards, CSV exports, direct interfaces
      2. Data use review: For review of software/system procurements, new SSN use, or appropriate data use reviews (formerly “Data Steward Reviews/Approvals, or UCPPD review”)
      3. Guidance: Questions or support related to the use of University Data
    2. Answer: Three checkboxes are listed: (1) “I need data,” (2) “Data use review,” and (3) “Guidance or other data needs.” Only “I need data” is checked.
  1. Request reminder:
    1. Informational text: You can always check the status of your tickets by clicking on “My Requests” at the top of the page. What you enter here will appear underneath the request form name as a reminder of what you requested.
    2. Answer was left blank

Button in the bottom right corner that says “Next.”

Choose Options

Included Items: Show me the data.

If you are asking for data in some form, this is the right place! Please be aware of your responsibilities for the data you are requesting. For example, if requesting Student information, be sure your request fits the requirements under FERPA (Family Educational Rights and Privacy Act). Be cognizant of data classification and security controls to protect the data once you receive it. Requests will be reviewed for risk, appropriateness, regulatory requirements, and to determine the most appropriate source for the data.

Delivery Time: 15 days

*Indicates required

  1. What form of data are you asking for?
    1. Informational text: What kind of data product are you trying to find/get/have produced?
    2. Answer: Raw data
  2. What data do you want?
    1. Informational text: Please be as specific as possible, field names are ideal, general description is acceptable (no need to repeat what you already answered in another question!) If you know the source of this data, please tell us.
    2. Answer: PID, first and last name, position number, FTE, department, position, competency, pay
  3. Who will use this data?
    1. Informational text: If you can be more specific than you were in the earlier section about job roles, individuals, specific vendor, etc. Please do that here. Otherwise leave blank.
    2. Answer: Assistant Dean of the Adams School of Dentistry
  4. More specifics
    1. Informational text: If you have more to add about duration, stakeholders, access, project timelines, governing regulations, business requirements, or any other details you can provide to make fulfilling your request easy, please do that here.
    2. Answer was left blank.
  5. Will this data be shared outside the University?
    1. Informational text: If this is only for internal use, select no.
    2. Answer: Yes
  6. Is this for academic research purposes?
    1. Answer: Yes
  7. Have you made this type of request before?
    1. Informational text: Please give any information about previous requests, request numbers, attach documentation, anything that will help us fulfill your request more quickly.
    2. Answer: No, I have not.
  8. What type of data is involved?
    1. Informational text: If you know or think you know what type of data you need, please select all that apply.
    2. Answer options are checkboxes.
      1. Student data (unchecked)
      2. Course data (unchecked)
      3. Employee data (checked)
      4. PHI (unchecked)
      5. SSN (unchecked)
      6. Budget data (unchecked)
      7. Financial data (unchecked)
      8. Payroll data (checked)
      9. Email list (unchecked)
      10. Person data (checked)
      11. Faculty data (unchecked)
      12. Log information (unchecked)
      13. User account information (unchecked)
      14. Legacy enterprise data (unchecked)
      15. Other (unchecked)
  1. Have you tried to get the data directly?
    1. Informational text: If you have already looked at datagov.unc.edu, Infoporte, asked your unit Data specialist, analytics.unc.edu, and exhausted other self-service sources you are authorized to use to find this data, please select yes.
    2. Answer: Yes
  2. Which period of time should this data cover?
    1. Informational text: Which terms (e.g. Spring 2020), calendar or Fiscal year, or specific dates should this data cover (as applicable).
    2. Answer: Report needs to be run July 1st of 2016, 2017, 2018, 2019, 2020, 2021
  3. Which group(s) of people should be included?
    1. Informational text: If this request is for student or employee data, which groups should be included?
    2. Answer options are checkboxes.
      1. Undergraduate (unchecked)
      2. Graduate (unchecked)
      3. Professional schools (unchecked)
      4. Staff (checked)
      5. Faculty (checked)
      6. Affiliates (checked)
      7. Retirees (unchecked)
      8. Other groups (unchecked)
  1. Is this related to a Public Records request? Please provide the responsible party and request ID from the Public Records Office.
    1. Informational text: Please note, if you need to make a Public Records request, please do so through the Public Records Office. If you are a staff member attempting to fulfill a request FROM the Public Records Office, please reference the Request ID here.
    2. Answer: No
  2. Who is your unit’s Senior Level IT Administrator?
    1. Answer is redacted (but a name should be listed here)
  3. How will this data help you perform your job duties (business justification and your role)?
    1. Answer: It’s for a report that needs to be completed so that we can maintain our accreditation.
  4. How long will this data be in use?
    1. Answer: Periodic duration
  5. Records Retention and Disposition
    1. Informational text: Tell us which records retention schedule item applies to the data. Describe your disposition/destruction plan for the data once its intended use has ended.
    2. Answer: File will be deleted after the report has been submitted.
  6. Additional Information
    1. Answer is left blank.

Option to add attachments.

Two buttons in the bottom right corner: “Previous” and “Next.”

University Data Assistance Form – “Data Use Review” Option

University data assistance for staff and faculty

Describe Needs

* Indicated required

  1. *Requested for
    1. Answer was redacted, but a name should go here.
  2. Requested for department
    1. Informational text: If you have multiple departmental affiliations, please select the correct affiliation for the request you are submitting. The departmental affiliation can determine how a request is routed, so choosing the correct one for this request will help route the ticket to the correct department.
    2. Answer: School of Education
  3. Requestor role
    1. Informational text: What is your role related to this request (or related to data that prompted this request). Examples: Researcher with raw data; Unit administrator wanting new report; Project manager needing review of SSN use.
    2. Answer: IT Manager
  4. What University data
    1. Informational text: Please describe what University data this request relates to. You will have the opportunity to provide precise field names in later questions if it is that sort of request, this should just give a general outline of what you know of the data prompting this request.
    2. Answer: Student data on elementary schoolers at Carolina Community Academy, an elementary school run by the School of Education.
  5. Intended Use
    1. Informational text: What is the intended use of data related to this request? Will it be one-time or with duration? What is the purpose? Who is the audience? Examples:
      1. one-time report for internal administrative use
      2. procurement of service from vendor that will have ongoing potential access to data
      3. creating a new administrative form for internal use on an ongoing basis that will collect SSN
      4. reporting data to government agency on an annual basis for required compliance purposes
      5. interface new application with Enterprise system for ongoing internal use for room scheduling
    2. Answer: Procurement of continuous service from PowerSchool
  1. Timeline
    1. Informational text: If you are working under a deadline or have project milestones related to this request, or you select “other,” please add that information in the Additional Information box Please understand that depending on the data source, time of year, complexity, and available resources, this request may take fifteen or more business days to complete. We will endeavor to give you an initial response within one business day.
    2. Answer: Three months.
  2. *What kind of request?
    1. Informational text:
      1. I need data: For reports, dashboards, CSV exports, direct interfaces
      2. Data use review: For review of software/system procurements, new SSN use, or appropriate data use reviews (formerly “Data Steward Reviews/Approvals, or UCPPD review”)
      3. Guidance: Questions or support related to the use of University Data
    2. Answer: Three checkboxes are listed: (1) “I need data,” (2) “Data use review,” and (3) “Guidance or other data needs.” Only “Data use review” is checked.
  1. Request reminder:
    1. Informational text: You can always check the status of your tickets by clicking on “My Requests” at the top of the page. What you enter here will appear underneath the request form name as a reminder of what you requested.
    2. Answer: PowerSchool

Button in the bottom right corner that says “Next.”

Choose Options

Included Items: Review Data Use

I need a review of some type of data use. Please submit only answers below that are appropriate to your request.

Delivery Time: 15 days

*Indicates required

  1. Type of use
    1. Informational text: What type of use do you need reviewed? Examples:
      1. Procuring software
      2. Creating reports for a new purpose
      3. Adding a new group of users to a Tier 2/3 dashboard or system access
      4. Other
    2. Answer: Procurement
  1. Data fields
    1. Informational text: If you know the data fields being used, please list.
    2. Answer: See attachments for full list of questions being asked during the enrollment process. General categories are: student contact information, demographic information, birth date, home address, questions about languages spoken, parent/guardian contact info, immunization information, nutrition information, transportation information, code of conduct, health history.
  2. Responsible party’s name
    1. Informational text: If you are not the person responsible for the project/software/report/other, please give us the name of the person who is.
    2. Answer is redacted, but a name should go here.
  3. Who is your unit’s Senior Level IT Administrator?
    1. Informational text: Who is responsible for IT for your unit?
    2. Answer is redacted, but a name should go here.
  4. Application or product name
    1. Informational text: If the data will reside in, or you are procuring a system, application, or other IT product, please provide the name of the product.
    2. Answer: PowerSchool
  5. Vendor Name
    1. Informational text: Name of related vendor
    2. Answer: PowerSchool Holdings, Inc.
  6. Will there be Tier 2 or 3 information?
    1. Informational text: Does the project/activity involve Sensitive Information? Please review the Classification Standard if you are uncertain.
    2. Answer: Yes
  7. Completed risk assessment?
    1. Informational text: If a Risk Assessment was completed, please attach a copy if you have it, reference a ServiceNow request, or provide other information.
    2. Answer: Yes, RITM0280736, for PeopleAdmin, another version of the product
  8. Previous governance review?
    1. Informational text: If there was a previous DGOG or UCPPD or CERTIFI or IRB or other governance review, please include a reference (request number, attached email, IRBIS number, date or reference to CERTIFI review, etc.) for each.
    2. Answer: No
  9. VPAT review?
    1. Informational text: Please attach a Voluntary Product Accessibility Template (VPAT) if applicable, and note if you have completed the review. Or if a VPAT is required but couldn’t be obtained, please note that and provide any reference to Digital Accessibility Office interactions. (Attach email, request number, etc.)
    2. Answer is a link to PowerSchool’s VPAT.
  10. SSN review?
    1. Informational text: Please check if your use includes a new or changed use of SSN data.
    2. Answer is a checkbox that reads “Yes, my use includes a new or changed use of SSN data.” It has not been checked.
  11. PHI?
    1. Informational text: If your request is about PHI, please add your Privacy Liaison’s name to the box if you know it, attach a BAA if you have one, or mention in the box if you need to get one or have questions related to PHI use.
    2. Answer: None in scope
  12. Data sources
    1. Informational text: Please describe, if applicable, sources of data (e.g. ConnectCarolina, Data Warehouse, vendor source, collecting data directly) related to this request.
    2. Answer: Manually entered when students are enrolled
  13. Records Retention and Disposition
    1. Informational text: Tell us which records retention schedule applies to the data. Describe your disposition/destruction plan for the data once it’s intended use has ended.
    2. Answer: We will follow the University of North Carolina System Records Retention and Disposition Schedule.
  14. Additional Information
    1. Answer: This software is widely used by elementary schools in North Carolina, including Pearson County Schools, which Carolina Community Academy is partnering with. The contact for PowerSchool handling NC and SC contracts is Aidan Becker (Becker@powerschool.com)

Option to add attachments. A document titled “Student Enrollment Questions.xlsx” has been uploaded.

Two buttons in the bottom right corner: “Previous” and “Next.”

University Data Assistance Form – “Guidance or other data needs” Option

University data assistance for staff and faculty

Describe Needs

* Indicated required

  1. *Requested for
    1. Answer: Alexandra Corbett
  2. Requested for department
    1. Informational text: If you have multiple departmental affiliations, please select the correct affiliation for the request you are submitting. The departmental affiliation can determine how a request is routed, so choosing the correct one for this request will help route the ticket to the correct department.
    2. Answer: Lineberger Comprehensive Cancer Center
  3. Requestor role
    1. Informational text: What is your role related to this request (or related to data that prompted this request). Examples: Researcher with raw data; Unit administrator wanting new report; Project manager needing review of SSN use.
    2. Answer: Graphic designer
  4. What University data
    1. Informational text: Please describe what University data this request relates to. You will have the opportunity to provide precise field names in later questions if it is that sort of request, this should just give a general outline of what you know of the data prompting this request.
    2. Answer: Floor plans of university buildings – specifically of the Lineberger Cancer Research Building
  5. Intended Use
    1. Informational text: What is the intended use of data related to this request? Will it be one-time or with duration? What is the purpose? Who is the audience? Examples:
      1. one-time report for internal administrative use
      2. procurement of service from vendor that will have ongoing potential access to data
      3. creating a new administrative form for internal use on an ongoing basis that will collect SSN
      4. reporting data to government agency on an annual basis for required compliance purposes
      5. interface new application with Enterprise system for ongoing internal use for room scheduling
    2. Answer: I would like to design a single map that shows both the pathway from the parking decks (Cardinal and Dogwood) to the Lineberger Cancer Center Research Building and the pathway once you enter the building to the administrative suite. This would be sent to potential candidates coming on campus for their interviews to help find the room where interviews will be conducted.
  1. Timeline
    1. Informational text: If you are working under a deadline or have project milestones related to this request, or you select “other,” please add that information in the Additional Information box Please understand that depending on the data source, time of year, complexity, and available resources, this request may take fifteen or more business days to complete. We will endeavor to give you an initial response within one business day.
    2. Answer: One month.
  2. *What kind of request?
    1. Informational text:
      1. I need data: For reports, dashboards, CSV exports, direct interfaces
      2. Data use review: For review of software/system procurements, new SSN use, or appropriate data use reviews (formerly “Data Steward Reviews/Approvals, or UCPPD review”)
      3. Guidance: Questions or support related to the use of University Data
    2. Answer: Three checkboxes are listed: (1) “I need data,” (2) “Data use review,” and (3) “Guidance or other data needs.” Only “Guidance or other needs” is checked.
  1. Request reminder:
    1. Informational text: You can always check the status of your tickets by clicking on “My Requests” at the top of the page. What you enter here will appear underneath the request form name as a reminder of what you requested.
    2. Answer was left blank

Button in the bottom right corner that says “Next.”

Choose Options

Included Items: Guidance

I need guidance related to University Data.

Delivery Time: 15 days

*Indicates required

  1. *Describe your request
    1. Informational text: Please describe the help you are looking for. The more detail you can give, the easier it will be to help you quickly! Examples:
      1. “What Tier of data is this?”
      2. “Do I need a review?”
      3. “What is the authoritative source of this data?”
      4. “What is this Enterprise Data element?”
      5. or any other University-data question you might have!
    2. Answer: What tier of data are floor plans? Am I allowed to use them to make a map to show interviewees how to find the room they’ll be interviewing in?
  1. Additional Information
    1. Answer: This will be an entirely new design, no screenshots of floor plans would be shared. It would be very simple and would provide an aerial layout of one floor of the building to show where the admin suite is in that building. I’d be happy to submit drafts for approval to ensure that no more information than necessary is included if that would be helpful!

Option to add attachments.

Two buttons in the bottom right corner: “Previous” and “Next.”

If you believe that University Data may have been compromised or misused, please call the ITS Service Desk 919-962-4357 and request a high-priority ticket to a Security Analyst.