Data Governance Functional Areas
Functional Areas
Functional areas, also known as data domains, at Hamilton College correspond to specific departments and are led by Trustees and Data Stewards, who are subject matter experts (SMEs) in their area. These leaders establish standards, best practices, and guidelines to effectively manage data assets within their departments.
The Advancement Office oversees all fundraising activities, stewardship, alumni biographic and demographic data, event and engagement activities. Departments include: Major Gifts, Principal Gifts, Hamilton Fund, Career Center, Gift Planning, Prospect Research, Prospect Management, Events & Promotions, Corporate & Foundation Relations, Donor Relations, Data Services, Systems, and Analytics & Reporting.
Data Trustee: VP Lori Rava Dennison
Data0 Steward: Executive Director John Nannas
Data Categories
- Fundraising data, including donor capacity, proposals, gifts, interests and campaigns
- Alumni and donor contact information
- Alumni engagement and event tracking
- Career center engagement with students and employers
- Volunteer management and solicitor/engagement officer assignment data
- Planned giving and bequest/estate data (Bequest Intention, deceased status)
Data Systems
Ellucian Colleague (constituent/biographic data); Handshake (career center); ascend (Salesforce) — advancement CRM
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The Office of Auxiliary Services has operational responsibility for a diverse group of essential support services that enhance campus life. These include the guest rooms at Bristol Center, campus card services (Hill Card), Mail Center and Print Shop. The office oversees contracted operations including campus food services, College bookstore, vending and travel services. In addition, Auxiliary Services supports the campus through the office’s oversight of purchasing, real estate (rental and owned), and risk management.
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The College Events & Scheduling Office strives to provide a consistent and efficient event experience for the Campus Community. We oversee major college events such as Convocation, Commencement and Great Names, manage the College’s space scheduling system and calendar, approve requests for use of College space and consult with conference, camp, and wedding planners.
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The Environmental Protection, Safety and Sustainability Office is responsible for directly managing various occupational and environmental obligations on campus, and assists with the College’s fire safety, emergency preparedness and sustainability efforts and initiatives.Environmental Protection, Safety and Sustainability Sustainability Initiatives Emergency Planning and Procedures
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Facilities Management, also known as Maintenance and Operations is responsible for the physical upkeep of the college, including repair work and grounds.
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The Investment Office works with the Investment Committee of the Board of Trustee to oversee all investments of the endowment fund. The Investment Office reports monthly and quarterly to the Investment Committee, providing performance reporting, due diligence on investments, and support on new investment searches led by the Investment Committee
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The Business Office is a distinct functional area. See below for details.
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Human Resources is a distinct functional area. See below for details.
Data Trustee: VP, Karen Leach
Data Steward: VP, Karen Leach
Data Categories
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Auxiliary Services: Card swipe/door access data, contracts, vending, travel, purchasing, real estate, risk management, procurement.
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Events and Scheduling: event/reservation data
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Environmental Protection, Safety, and Sustainability: emergency preparedness, sustainability, occupational and environmental.
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Facilities Management: buildings/floor plans, inventory management & tracking/asset tracking, groundskeeping, {TMI/ticketing system}, contracts?
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Investments: endowment investment and liabilities
The Business Office provides accurate and timely financial reporting to both internal and external parties and strives to use technology and data that allows for continual improvements in services and efficiencies to support the College’s overall mission in a manner that is as efficient and cost effective as possible. It is the responsibility of this office to ensure the College’s assets are adequately safeguarded and spent for the purpose of the College and in accordance with College policy and governing regulations.Financial operations administered by the Business Office include: accounts payable, student billing and collection, payroll, loan administration, grants administration, financial reporting, and budget management.
Data Trustee: VP, Karen Leach
Data Steward: Deputy Controller, Gary Carrock
Data Categories
- General ledger
- Employee compensation (Payroll)
- Tuition & fees
- Loans
- Grants
- Student billing & collection
- Institutional financial statement data — total assets, liabilities, net assets, and investments at market value
- Supplier invoice / accounts payable data
- Corporate Credit Cards
Data Systems
Ellucian Colleague; Workday (finance/payroll)
The Communications and Marketing Office provides leadership, direction, and support for developing and sharing Hamilton’s core messages. The office uses sophisticated tactics, including smart use of data, to support and enhance Hamilton’s reputation as a leading liberal arts college.
Data Trustee: VP Marisa Benincasa
Data Steward: Temporarily- Director Michael Sprague
Data Categories
- Website performance via Google Analytics
- Marketo email system uses alumni, parent email addresses
- Social media performance via Buffer Analyze tool
- Merit news platform uses student email addresses for distribution
The Dean of Faculty oversees the academic departments and programs as well as the curriculum; and recruits and supports faculty members in their scholarly and creative development. Reporting to the Provost and Dean of Faculty are ALEX, Athletics, Registrar, and Wellin Museum.
Data Trustee: Provost & Dean, Ngoni Munemo
Data Steward: Associate VP, Nathan Goodale
Data Categories
- Faculty employment and departmental allocation data
- Faculty rank, tenure, and appointment types (Professor, Associate/Assistant Professor, Lecturer, Senior Lecturer, Visiting and Special Appointments, Emeriti)
- Faculty leave, contract length, and workforce planning data
- Teaching load, course evaluations, and curriculum data (concentrations, majors, gateway/STEM courses)
- Faculty diversity data (Faculty of Color)
- Student academic advising and prize/recognition data tied to faculty division
- ALEX Advising, advising data (Compass)
- Athletic data (TeamWorks and SideArm)
Data Systems
Ellucian Colleague; Workday
The Division for Diversity, Equity, and Inclusion collaborates across divisions to promote inclusive excellence. The efforts of the division impact staff, students, and faculty.
Data Trustee: VP Sean Bennett
Data Steward: Sean Bennett
Data Categories
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Compositional Data (Student, Staff, Faculty Demographics)
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Student, Staff, Faculty Surveys
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Accessibility and Accommodative Service Records
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Climate and Culture Survey Results
Data Systems
Ellucian Colleague and Accessibility Information Management (AIM)
Title IX
Data Trustee: VP Sean Bennett
Data Steward: Debbie Owens
Data Categories
- Bias and Title IX investigation data and records
- Title IX compliance training records (Vector Solutions Student Cohort)
Data Systems
Vector Solutions
The Division of Student Life provides resources, guidance and support for students and other members of the Hamilton community with a focus on student leadership and engagement, intellectual and personal growth, a safe living and learning environment, and community building activities.
Data Trustee: VP & Dean, Christopher Card
Data Steward: Associate VP, Jeff Landry
Data Categories
- Medical Records (Protected/Confidential)
- Counseling Records (Protected/Confidential)
- Student Support Case Files (Protected/Private)
- New Student Summer Questionnaire
- External Survey Tools (Student climate surveys, Alcohol Edu.,, etc)
- Internal Surveys (Orientation, Student Activities, Health Promotion)
- Student conduct and disciplinary records (conduct points, conduct cases)
- Housing and residence hall assignment data
- Student clubs, organizations, and event data
- Student volunteer service records
- Campus Safety reports and records
Data Systems
Presence (Modern Campus Involve); Maxient (student conduct); Medicat (health records); Adirondack The Housing Director (THD); Haylor Freyer and Coon Inc (HFC) — student health insurance broker, Titanium (Counseling and Student Support, Omnigo (Campus Safety).
A community of professionals who partners with faculty and staff across campus to incorporate current scholarship in the areas of advising, academic support, experiential and global learning into student support to ensure that all students thrive at Hamilton.
Data Trustee: Provost & Dean, Ngoni Munemo
Data Steward: Dean, KinHo Chan
Data Categories
- Opportunity Program
- Student fellowship advising
- Health professions advising
- Writing center, oral communication center, quantitative & symbolic reasoning center, language center data
- Office of global learning and experiential learning data
- Advising data (Compass), student projects, tutoring appointments, study-abroad advising
Data Systems
Starfish (Compass) and TracCloud
The Admission Office manages the recruitment and admission of students into Hamilton from first contact until matriculation. Some admission data is jointly managed with Financial Aid under the Enrollment umbrella.
Data Trustee: VP, John McLaughlin
Data Steward: Associate VP, Ben Rose
Data Categories
- Applicant and prospective student demographic and contact data
- Application-related documents
- Pre-Hamilton academic performance and testing data
- Data related to the application review process
- Admissions funnel and yield metrics (acceptance rate, admission yield, waitlist)
- Landscape/contextual scoring data (neighborhood and high school context ratings)
- Access and cohort program data (Posse Scholars Program)
Data Systems
Slate; Parchment; National Clearing House (NSC) Connector
The Financial Aid Office manages financial aid awarding, disbursement, reconciliation, and compliance data in order to award institutional, federal, state, and outside funds to prospective and matriculated students (as applicable). Data management begins upon applicant submission, through matriculation until graduation; it also includes post-graduation or withdrawal data management per the Hamilton College Record Retention Schedule. This policy outlines institutional and federal data retention requirements. Some financial aid data is jointly managed with Admissions under the Enrollment umbrella.
Data Trustee:VP, John McLaughlin
Data Steward: Associate VP, Janice Scheutzow
Data Categories
- Student data in PowerFAIDS FAM system and COLLEAGUE
- FAFSA, CSS Profile applications
- Verification documents (tax returns, W2, business returns, certificates of finances)
- Federal student aid loan application data
- Internal and external reporting data (US News, IPEDS, Common Data Set, NYS HEOP report, FVT/GE, STATS, etc.)
- Supporting documentation from appeal process
- OnBase file storage data
- NCAA-specific financial aid reporting categories (Cost of Attendance, Institutional/Other/Private/State Gift Aid for NCAA compliance)
Data Systems
PowerFAIDS and Ellucian Colleague
Human Resources is committed to developing and maintaining a positive work environment by providing benefits and services to individuals and departments to help attract, develop, and retain a talented and diverse workforce.
Data Trustee: VP, Karen Leach
Data Steward: Associate VP, Steve Stemkoski
Data Categories
- Hiring
- Employee data
- Student employment
- Benefits/insurance
- Workers compensation
- Compensation
- Taxation
- Retirement plan data (TIAA 403(b) enrollment & contributions, non-discrimination testing, retirement date)
- Employment classification types (exempt/non-exempt, full/part-time, union, contingent worker)
Data Systems
Workday
The Office of Institutional Research and Assessment is responsible for collecting, organizing, analyzing, and reporting historical and current data about Hamilton College and peer institutions to support college planning, assessment, and overall effectiveness.
Data Trustee: VP, Joe Shelley
Data Steward: Director, Jasmine Yang
Data Categories
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Technically, OIRA does not own or store any datasets. The institution owns the data. However, the office does provide assistance to divisions, departments, and units that engage in data and evidence collection, data disaggregation and aggregation, data analysis, and shares responsibility for protection of our data assets.
LITS partners with members of our community to understand their needs, share ideas, solve problems, discover and evaluate options, explore directions, experiment with and implement new approaches, and plan for the future. LITS works with our campus partners to acquire, license, organize, make accessible, and maintain the information, hardware, software, systems, collections, and spaces that our community uses, and provide secure access to these resources.
Data Trustee: VP, Joe Shelley
Data Steward: Director, Michael Sprague
Data Categories
- Centrally managed accounts (Active Directory, Google, other LITS systems)
- Software licenses
- Support case tracking
- Project tracking
- Server logs
- Usage reports
- System backups
- Library patron and circulation data
- HillCard campus ID data (issuance, card type, transaction history)
- Identity & Access Management (IAM) life cycle, sponsored accounts, and affiliation data
- Wireless network access point data
- Mentoring/networking platform data
- LITS-owned marketing activity and lead data
NOTE: CORE data in central systems is often tagged (in Databank) as LITS — however, we don’t really own that data. The institution owns the data, and we share responsibility of these assets among users of the central systems.
Data Systems
IAM Rapid Identity; Asana/Smartsheet (project tracking); Blackboard; Data Warehouse / Data Lake (infrastructure)
Maintains all student academic records and activities related to those records, including registration, grading, graduation and transcripts. Responsible for all course records, including course sections offered, enrollment numbers and the College Catalog of courses
Data Trustee: VP & Provost, Ngoni Munemo
Data Steward: Registrar, Kristin Friedel
Data Categories
- Student demographic data
- Student academic record data
- Student enrollment data
- Student degree data
- Course catalog data
- Course section data
- Enrollment status and leave types (full-time/part-time, in absentia, academic/non-academic leave, academic warning, permanent withdrawal)
- Internship and off-campus/study-abroad program participation
- CIP Code and federal program classification data
Data Systems
Ellucian Colleague; Parchment; National Clearing House (NSC) Connector; CollegeNet 25Live LYNX, OnBase
Maintains data that spans across the entire institution, such as gender, race, building, department, etc.
Data Steward: Michael Sprague
Data Trustee: Joe Shelley
Data Categories
- Data that spans across the entire institution, such as demographic data, gender, race, building, department, etc.
- Social Security Number and legal/immigration status data (Visa, US Legal Status, Military Status, Country of Citizenship)
- AI Chatbot Input/Output Data — a newly governed core data category worth calling out explicitly given its sensitivity.
Data Systems
Workday; Ellucian Colleague; Data Warehouse; System of Record
Contact
Contact Name
Christy Wentz
Data Governance Manager
