Data Governance Functional Areas
Data Governance Functional Areas
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
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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: Assistant Controller Gary Carrock
Data Categories
- General ledger
- employee compensation
- tuition & fees
- loans
- grants
- student billing & collection
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 Dean/Vice President of Academic Affairs are ALEX, Athletics, Registrar, and Wellin Museum.
Data Trustee: VP Ngoni Munemo
Data Steward: Associate VP Nathan Goodale
Data Categories
- Faculty employment and departmental allocation data
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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Bias and Title IX Investigation Data and Records
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Accessibility and Accommodative Service Records
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Climate and Culture Survey Results
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: Christopher Card
Data Steward: Jeff Landry
Data Categories
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Medical Records (Protected/Confidential)
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Counseling Records (Protected/Confidential)
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Student Support Case Files (Protected/Private)
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New Student Summer Questionnaire
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External Survey Tools (Climate surveys, Alcohol Edu, etc)
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Internal Surveys (Orientation, Student Activities, Health Promotion)
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: VP Ngoni Munemo
Data Steward: Dean KinHo Chan
Data Categories
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Opportunity Program
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ALEX Advising
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Student Fellowship Advising
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Health Professions Advising
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Writing Center
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Oral Communication Center
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Quantitative & Symbolic Reasoning Center
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Language Center
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Office of Global Learning
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Office of Experiential Learning
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Advising data, student projects, tutoring appointments, study-abroad advising
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
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Applicant and prospective student demographic and contact data
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Application-related documents
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Pre-Hamilton academic performance and testing data
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Data related to the application review process
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: Assoicate VP Janice Scheutzow
Data Categories
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All student data held in PowerFAIDS FAM system and COLLEAGUE
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Applicant and matriculated student financial aid applications (FAFSA, CSS Profile)
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Applicant and matriculated student verification documents (E.g. federal and state tax returns, W2, Business returns, Certificate of Finances, etc.)
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Federal Student Aid loan application data (E.G. Master Prom Notes, Entrance Counseling, PLUS loan applications, etc.)
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Internal and External reporting data (E.G. Tuition & Fees Discount Rate, FISAP, IPEDS, Common Data Set, etc.)
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All Supporting documentation students submit during appeal process
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OnBASE file storage data
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
- student employment
- benefits/insurance
- workers compensation
- compensation
- taxation
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. However, the office does provide assistance to divisions, departments, and units that engage in data and evidence collection, data disaggregation and aggregation, and data analysis.
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
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Centrally managed accounts (Active Directory (AD), Google, other LITS managed third party systems)
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Software licenses
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Support case tracking
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Project tracking
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Server logs
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Usage reports
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System backups
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Library patron and circulation data
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NOTE: CORE data in central systems is often tagged (in Data Cookbook) as LITS - but we don’t really own that data. That is a shared ownership among users of the central systems. We probably need to discuss this more especially in light of the new CRM and the move to Workday.
Maintains all student academic records and activities related to those records, including registration, grading, graduation and transcripts. Responsible for all course records, includes course sections offered, enrollment numbers and the College Catalogue of courses
Data Trustee: VP Ngoni Munemo
Data Steward: Kristin Friedel
Data Categories
- Student Demographic Data
- Student Academic Record Data
- Student Enrollment Data
- Student Degree Data
- Course Catalogue Course Data
- Course Section Data
Tags
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Last updated: July 29, 2025
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