Office of the Vice President for Academic Planning and Policy


Phone: (808) 956-7487


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.

FERPA 101 Training, December 7, 2017

Baron Rodriguez from the Privacy Technical Assistance Center (PTAC) will be at the University of Hawaiʻi on Thursday, December 7, 2017, and will be presenting 2 workshop sessions on the Family Educational Rights and Privacy Act (FERPA). See flyer for details. Note: These sessions are open only to UH personnel. Please login to your Google@UH account before registering for this training. Register here.

About the presenter:
Baron Rodriguez directs both the Privacy Technical Assistance Center (PTAC) and the State Longitudinal Data Systems (SLDS) Education Technical Assistance Program (EDTAP) with over 20 years of information technology, privacy, security, education, government, and management experience. He provides expert technical assistance and resources to states, districts, and postsecondary institutions through site visits, webinars, regional meetings, and on-line publications. His most recent leadership positions include Chief Information Officer (Oregon Department of Education) and Director/Chief Operations Officer at the Data Quality Campaign. Baron provides in-depth knowledge of longitudinal data systems, data security, education privacy laws such as FERPA, grant processes, and technical assistance expertise in use and application of education data.

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


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.