Data Governance FAQ
To request access to any data in the portal, please visit the specific item you are interested in, log in with your credentials, and then click on the access details. From there you can submit an access request.
If the data you are looking for is not in the data portal, then please visit the EIS request form to request access to the data you need or contact the Office of Institutional Research and Assessment who can help you determine what data you need.
You can also access the best practices for submitting an access request here.
Personally Identifiable Information (PII) refers to any data that can directly or indirectly identify an individual. This includes, but is not limited to:
- Student ID numbers
- Social Security Numbers (SSN)
- Birthdates
- Home addresses
- Email addresses linked to a student or employee
- Financial account details
PII can fall into any of the three data classifications described earlier.
For example:
- A first and last name may be considered unclassified,
- A student ID number may be classified as sensitive, and
- A driver’s license number may be considered confidential.
PII can exist as a single data element (e.g., a health insurance policy number) or as a combination of elements (e.g., name, date of birth, and state of residence) that together can identify an individual.
When handling data files, always consider the context and combinations of data present, and evaluate the potential for that data to identify an individual.
To access definitions, go to the Hamilton College Data Cookbook. (Requires login)
Requesting data is like ordering a snack from a high-tech vending machine — but this one doesn’t just drop whatever you press. First, it checks who you are, makes sure you’re allowed to access that snack, confirms it’s still in stock, and even reviews whether the ingredients match your dietary needs. Behind the scenes, there are checks for allergies (data privacy), quality (accuracy), and expiration dates (timeliness).
So, while it might look like a simple button press from the outside, every request triggers a series of careful steps to make sure the data is safe, trustworthy, and appropriate for your use. That’s why it can take a little time — not because we’re slow, but because we care about getting it right.
Every request is different. A simple request may take a few days or a week, however, some requests may involve greater complexity and will take longer.
Hamilton College data is an asset to our institution, but because any data can be used for nefarious purposes, we must ensure that all data is protected, no matter how insignificant it may seem.
Data Request Procedure:
Any institutional data must be approved by the Data Steward for the relevant unctional area before use.
To request data, please submit an EIS request.
A member of the Business Intelligence (BI) team will work with you to procure the data you need.
The BI team will help create the necessary governance documentation required for Data Steward approval.
Yes.
However, there are processes that must be completed beforehand.
Compliance/Review: You must complete an Institutional Review Board (IRB) review, if applicable.
Design & Data Assistance: It is always a good idea to talk with the Office of Institutional Research and Assessment (OIRA), as they can help you design the survey and assist with other data you might need for your project (e.g., internal population counts, historical trends).
Data Management: Key considerations include understanding how to appropriately use the collected data and protecting it according to institutional policy, in addition to other data protections for members of the Hamilton Community that was surveyed.
Contact
Contact Name
Christy Wentz
Data Governance Manager
