Data Governance

Executive Team

This leadership team is responsible for the oversight of data integrity in the offices under their supervision in a way that adheres to the established data definitions and processes. It also has a coordinating function to ensure the institution is making data-informed decisions by evaluating and addressing interdependent implications across various functions on campus. It is expected that this team set the priorities and agendas within their supervision on data-related initiatives, including development and administration of ad-hoc data collection and analysis such as post-graduation outcome and alumni data.

Data Stewards 

Data stewards team responds to ongoing and newly raised issues about data sources, entries, definitions, computations, and uses. This team also keeps records of data access privilege and coordinates requests of new accesses with appropriate offices. The following departments have a steward:

• Human Resource
• Payroll
• Accounts Receivable
• Accounts Payable
• Finance
• Registrar's Office
• Financial Aid
• Admissions
• Housing
• The Advising Office
• Academic Success 
• Academic Affairs
• Advancement
• Institutional Research
• Institutional & Educational Effectiveness

PowerBI Report Writers

Create a comprehensive information deck for each PowerBI report owned by various offices across campus for accurate interpretation of reports. The PowerBI Report Writer team is responsible for understanding the data definition and addressing any irregularities or issues they may discover during their report writing activities. Every report built on PowerBI must have a report card that explains its purpose, function, risk assessment, among others. Trained writers serve as consultants of PowerBI reports within their respective office to ensure that the use and understanding of the reports are correct when the reports or information extracted from the reports are shared with other offices or individuals. This team is organized by the AIS upon their approval of participation.

Data Dictionary Team

Create a comprehensive encyclopedia for all fields of data used at the institution to ensure validity and reliability of data. The Data Dictionary team approaches the development of this resource collaboratively by ensuring that stakeholders of each data field have a chance to review the definitions and processes from data entry to validation. At the conclusion of this work, we will have documented definitions, processes, and responsible units/offices or personnel for the preservation of data integrity. 

Data Dictionary Template

Data Access Regulation Team

Establish data access privilege rules for various roles across campus to ensure data security and privacy. This entails determining what roles have access to specific Colleague windows, PowerBI data, and Self-Service student information. 

Institutional data are critical asset to the institution, and the policies and procedures that maintain the clarity and integrity of data are foundational to decision support. These policies are developed to build effective infrastructure and efficient system, and have been vetted by the stakeholders. 

CIP Code Policy

Classification of Instructional Programs (CIP) is a taxonomy of programs developed by the U.S. Department of Education. This taxonomic scheme supports the accurate tracking and reporting of fields of study and program completion activities. It is essentially the institution’s academic profile and used for IPEDS reporting, WSCUC, SEVIS (sponsoring international and exchange students), and Hanover Research to understand opportunities for growth. This policy specifies the governing structure of CIP code and policies around changing a CIP code. For more information about the STEM designated CIP code, visit the Department of Homeland Security STEM Designated Degree Program List for a comprehensive list of programs and the National Center for Education Statistics 2023 STEM designated CIP code for updated list.

Academic Deans and Chairs Access to GaelXpress 2.0

The Chairs and Deans role grants access to view academic records and update degree plans for all students. This policy outlines the access and permissions associated with the Chairs and Deans role within SMC's GaelXpress 2.0, ensuring the protection and proper handling of student information. Vice Provost for Institutional and Educational Effectiveness will contact the individuals on this list for onboarding and details of the policy.

Academic Department Name and Structural Changes Policy (forthcoming)

Saint Mary’s ERP system (Colleague) is our official institutional system of record. In Colleague, academic departments are the anchor that organizes degree programs, courses, employees, and GL code. This policy details the processes of departmental name and structure changes and outlines required information due submission to the Data Governance to enact on these changes. 

2024 End of the Year Report