Office of the Vice President for Academic Planning and Policy



Data Sharing Request


FOR MORE INFORMATION:

Phone: (808) 956-7487
Email: datagov@hawaii.edu





















UH INSTITUTIONAL DATA GOVERNANCE

The University of Hawaiʻi (UH) is committed to protecting the Institutional Data under its stewardship while allowing for the effective use of that data. Institutional Data are data which are created, received, maintained and/or transmitted by the University of Hawaiʻi in the course of meeting its administrative and academic requirements. As members of the University community and partners/affiliates of the University, we are responsible for appropriately securing and managing the Institutional Data entrusted to us.

UH’s Institutional Data Governance Program provides oversight for the management of Institutional Data across the UH System. Examples of Institutional Data Governance activities include establishing policies, procedures, and guidelines on how Institutional Data are protected, shared, and used; who can access Institutional Data and under what conditions; who has oversight for that data; and, resolution of conflicts involving Institutional Data use.


TRAINING AND PRESENTATIONS

FERPA Training, June 26-28, 2018
Overview of the Family Educational Rights and Privacy Act (FERPA), including:

  • definitions of key terms, access to student records, financial aid, HIPAA, student behavioral issues, etc.
  • the handling of data over its life cycle, records retention considerations, and electronic data handling
More Information (.pdf) - flyer revised 6/19/18

Speaker Bio

Presentation Slides for General Sessions

Feedback Survey (all sessions)

Recording of Presentation, UH Maui College Session (June 27, 2018 from 9:00-11:30 a.m.)


Data Governance & Information Security Campus Presentations, February-March 2018
Presentation (Halawai session recording, April 24, 2018)
note: to view this presentation you must login or be logged in to your UH user account
Presentation slides (.pdf) Updated 4/24/18
Feedback Survey on Presentation
Campus Presentation Schedule (.pdf)


FERPA 101 Training, December 7, 2017

Presentation recording session 2 1:30 - 3:30 p.m.
Presentation slides (.pdf)



 DATA SHARING REQUEST A data sharing request is required if the Institutional Data you are requesting involves ANY of the following conditions:
  • You are asking for individual record level data (disaggregated data)
  • You are asking for non-public data (list of data classified ‘public’)
  • Your request involves the services of a third party
  • Your request involves the establishment of a data feed or a data query

Note: You must have a UH login (i.e., be a member of the UH community) to submit a data sharing request. Non-UH individuals or entities must be represented by a UH sponsor who will assume responsibility for the request.

Data Sharing Request Form (form-fillable pdf*)

Data Sharing Request Executive and Functional Data Stewards

* Please use Adobe Acrobat or Acrobat Reader to complete these forms. Get Adobe Reader


GENERAL CONFIDENTIALITY NOTICE

Any individual requesting access to Institutional Data must complete this confidentiality form. Those with UH usernames (faculty, staff, administrators, students, and selected partners/affiliates) will be directed to UH’s Acknowledgement and Certifications (ACER) online service to complete the form. Individuals without UH usernames must complete the PDF version of the form and submit it together with this access request form.


INFORMATION SECURITY AWARENESS TRAINING Any UH faculty, staff, administrator, or student requesting Institutional Data must complete the Information Security Awareness Training.

POLICIES AND COMPLIANCE Link to UH executive policies and administrative procedures, State of Hawaiʻi Revised Statutes, and external regulations that have information security implications. Anyone accessing Institutional Data is responsible for ensuring compliance with all applicable policies and regulations.

DATA-RELATED CONTRACT LANGUAGE The following PDF provides recommended language for third party vendor contracts involving the release of UH Institutional Data.