Data Stewardship Administrative Procedure

 

Introduction

In support of the Policy on Institutional Data Governance, this procedure designates Hudson County Community College's (HCCC) data governance plan (“Plan”) and outlines the role of HCCC Data Managers, Data Stewards, and Data Custodians. These individuals are integral to the College’s data governance policy and execute on decisions related to:

    1. HCCC’s data governance program quality and effectiveness,
      2. HCCC’s data governance procedures and standards,
      3. HCCC’s data-related challenges and opportunities, and 
      4. HCCC’s data governance program communication and related training.

Scope

This procedure will apply to data captured in all College information systems.

Designation of Data Governance Roles

The data governance roles at HCCC include the Data Manager, Data Steward, Data Custodian, and Data User. Data Managers are senior leaders with the highest level of authority for data within the designated HCCC information systems. The Data Stewards are designated functional area leaders with responsibility for ensuring the quality, security, and integrity of data within the designated HCCC information systems. The Data Custodian ensures the technical management, security, and maintenance of data at HCCC. The Data User is any individual or group who has access to, interacts with, or utilizes HCCC information systems and data assets.

Responsibilities

The Chief Information Officer and Associate Vice President for Institutional Research and Planning shall have overall responsibility for developing and maintaining the procedures and shall co-lead data governance efforts of Hudson County Community College.

Data governance activities and decisions for each of the data governance roles will be determined as outlined in the RACI (Responsible, Accountable, Consulted, and Informed) matrix. The RACI matrix should be interpreted as follows:

  • “R” represents the role responsible for performing the activity.
  • “A” represents the role accountable for ensuring execution of the activity and with ultimate authority regarding decisions.
  • “C” represents the role where input and expertise are required before decisions are made or actions are taken.
  • “I” represents roles whose responsible staff are kept informed about progress or an outcome of an activity or decision.

RACI Matrix

Note: "CIO / Data Custodian" and "AVP of IRP" are Co-Leads.
 
Data Manager
Data Steward
CIO / Data Custodian
AVP of IRP
Data User

Data Governance Structure/Policy and Effectiveness:
Defining data governance roles, the mechanism to enforce procedures, standards, and guidelines, and assessing data governance program quality and effectiveness.

A

C

R

R

I

Procedures and Standards:
Establishing procedures and standards for data management, data models, data definitions, data transparency and data security.

A

R

C

R

I

Data Quality Review and Initiatives: Determining prioritization and escalation of data-related issues and data projects and establishing and executing data quality review processes.

A

R

C

C

I

Data Governance Communication and Training.
Program communication and awareness and related organizational training.

A

C

R

R

I
Slide for more

Data Domains

Data domains and data subdomains provide a means for organizing and aligning Data Managers and Data Stewards to HCCC data assets. Data Managers and Data Stewards will represent HCCC data assets aligned with their data domain or data subdomain.

Data Domain
Data Subdomain
Data Managers
Data Stewards
Student Academic Affairs Vice President of Academic Affairs Associate Vice President, Academic Affairs and Assessment
Student Admissions Vice President for Student Affairs
and Enrollment		 Dean of Enrollment Services
Student Registration Vice President for Student Affairs
and Enrollment		 Registrar
Student Student Life Vice President for Student Affairs
and Enrollment		 Assistant Dean of Student Life and Leadership
Student Financial Aid Vice President for Student Affairs
and Enrollment		 Dean of Financial Aid
Accessibility Accessibility Vice President for Diversity, Equity
and Inclusion		 Director of Accessibility Services
Business & Finance Operations Vice President of Business & Finance/CFO Executive Director of Engineering and Operations
Business & Finance Finance Vice President of Business & Finance/CFO Controller | Director of Contracts and Procurement
Business & Finance Public Safety Vice President of Business & Finance/CFO Executive Directgor of Public Safety & Security
Alumni / Advancement Alumni / Advancement Vice President for Advancement and Communications Advancement Operations Manager
Human Resources Human Resources Vice President for Human Resources Associate Director of Human Resources
Continuing Education / Workforce Development Continuing Education / Workforce Development Associate Vice president, Continuing Education and Workforce Development Director, Continuing Education | Director, Workforce Development
Academic Assessment, Survey, and Evaluation Associate Vice President for Institutional Research Associate Vice President for Institutional Research
Academic Library Vice President of Academic Affairs Dean of Libraries
Slide for more

Administrative Protocol

The Chief Information Officer and Associate Vice President for Institutional Research and Planning, having overall responsibility for developing and maintaining the procedure, will lead HCCC’s data governance efforts and execute the administrative protocol outlined in this procedure. The administrative protocol includes:

  • Meeting agenda and minutes: The co-leads will provide meeting agendas in advance of any data governance meeting and meeting minutes following the end of a meeting that will be posted and made available on a designated location of the HCCC website.
  • Data governance decisions: The co-leads will determine HCCC data governance decisions by consensus during a designated data governance meeting. No minimum number of Data Managers or Data Stewards will be required for the quorum. The quorum will be determined based on the number of members in attendance. Should consensus not be reached, the role with accountability for the decision, outlined in the RACI Matrix, will provide direction and any final decisions.
    • Should there be an urgent decision needed, the co-leads can schedule an ad-hoc meeting, conference call, solicit responses via email, or any combination of these with the appropriate individuals needed to decide.

Definitions

Data – includes any information within HCCC's purview, including student record data, personnel data, financial data (budget and payroll), student life data, departmental administrative data, legal files, institutional research data, proprietary data, and all other data that pertain to or support the administration of the College.

Data Governance – The strategic framework and practice to ensure effective management, security, quality, and utilization of institutional data assets.

Information System – comprises the total components and operations of a record-keeping process, including information collected or managed using computer networks and the Internet, whether automated or manual, containing personal information and the name, personal number, or other identifying particulars of a data subject.

 

Approved by Cabinet: November 2023
Related Board Policy: Information Technology and Institutional Research and Planning

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