Hamilton College Data
What is data?
- Data (governed and ungoverned) includes all “Hamilton College Institutional Data,” which is defined as:
- Data that Hamilton College possesses that is personally identifiable or linked to any Hamilton College staff, faculty, student, alumni, trustee, and
- Data that Hamilton College possesses on any person that was generated during the scope of the person’s business with the college, including any data that were sent to someone at Hamilton College.
- The definition of Hamilton College Institutional Data specifically excludes:
- Research data under the purview of IRB regulations
- Data owned or generated by a party outside the college when used in research, conducted at the college, under the auspices of the college, or with college resources. Examples: Instrument readings, surveys, statistical reports, physical samples, software code, models.
- Protected Health Information (PHI) governed by HIPAA, or individually identifiable health information in campus student healthcare facilities.
- Research data under the purview of IRB regulations
Information assets are assigned a confidentiality level based on the appropriate audience for the information. If the information has been previously classified by regulatory, legal, contractual, or company directive, then that classification will take precedence. The confidentiality level then guides the selection of protective measures to secure the information including where the information can be stored.
In general, information should only be shared with people who have a legitimate business “need to know.”
The following COMMON DATA ASSETS chart lists the most common data elements used at Hamilton and their classification based on the “confidentiality” criteria. This chart is provided for reference purposes only and is not intended to supersede the Data Classification Policy or Procedure.
Hamilton educates its students, faculty and staff about the best ways to keep their data secure. Through workshops, emails, videos and various other methods, users can learn about how to create good passwords, keep their systems up-to-date, secure their laptops, tablets, or smartphones and more. Visit Information Security for more information.
Data Management: College offices collaborate to collectively steward, i.e., maintain and secure data throughout its lifecycle. For example:
- During the application process, The Office of Enrollment Management is responsible for collecting and maintaining prospective student, application, and financial aid data.
- When a new student enrolls, some of this information is transitioned to the purview of other offices, e.g., the Registrar’s Office, which will maintain student demographic and enrollment data. The Dean of Students Office will create and maintain other student data, e.g., housing information. Campus offices throughout campus are responsible for collecting and maintaining student data.
- After graduation, some student information, e.g., contact and mailing information, is transitioned to Advancement ownership, while other data is retained by other offices. For example, the Registrar will maintain student enrollment data.
- Many times there are clear delineations regarding what division is responsible for what data, but other times it’s more nuanced. A strong data governance program helps clarify these issues.
- Break down the classifications of data that various functional areas control.
Data User Roles and Responsibilities
Where is Our Data?
Data systems, also known as assets, are software platforms designed to manage and integrate different kinds of data and processes within an organization.
The institution has dozens of systems for admissions, enrollment, learning, facilities, events, printing, payments, training, and many more.
Here are a few systems at Hamilton College:
Tags
None found.
An ERP system integrates various business processes across an organization into a unified system. It helps in managing day-to-day business activities like students, payroll, budgets, financial aid, human resources, and academic administration.
Current: Workday and Ellucian Colleague (scheduled to be removed by 2027)
Used for administering, documenting, tracking, and delivering educational courses or training programs.
Current: Blackboard
A CRM system is used to manage an organization's interactions with current and potential customers. It centralizes customer information, tracks interactions, and supports alumni relations, student recruitment & enrollment.
Current: Salesforce & Slate
Software that is primarily used by educational institutions. It provides a centralized platform for managing room reservations, event scheduling, and resource allocation across a campus or within an organization.
Current: 25Live
Serves as a hub for students to find job and internship opportunities, building a professional network, and accessing career resources provided by the institution
Current: Handshake
Tracks, manages, and promotes student involvement in campus activities, organizations, events, and leadership opportunities.
Current: Presence
Last updated: July 29, 2025
Contact
Team Name
Business Intelligence and Web Services
198 College Hill Road
Clinton, NY 13323
