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What is a Data Request?
A Data Request is a request of information by Board of Governors staff to the Universities that meets one of the following requirements and is not captured in another system (i.e. SUDS, Non-Profit, etc.):
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the information is to be shared outside of the Board of Governors Office, or
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the information is to be maintained as part of an official record, or
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the information will be used to make a major Board of Governors policy or management decision.
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Why is a Data Request process used?
The Data Request process, originally established more than twenty-five years ago, provides each University with a way to ensure that the information submitted is consistent with any other information provided to other sources. It also ensures that each University can determine the appropriate staff to fulfill the request.
The Data Request process provides the Board of Governors staff with a way to coordinate data requests so that multiple requests do not ask for similar information. It also provides a central location for maintaining information on all requests and submissions.
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What are key features of the Data Request process?
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All Data Requests are approved by a Vice Chancellor prior to being sent to the universities.
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All Data Requests are sent to the Data Administrators. Data Administrators are appointed by the University President to be the central contact for all requests of information that meet the requirements listed above.
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What is the Data Request System application?
The Data Request system application is a web-based application used to request, receive, review, and accept Data Requests from the 12 State universities.
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What is the Data Request Process?
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A potential request is created by Board staff.
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The request is reviewed and approved by a Vice Chancellor.
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An email is sent to the Data Administrators and other appropriate staff at the university with the request requirements.
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The request information is posted to the Data Request Process web application.
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The university staffs prepare a response and submit to the Board Office through the Data Request Process web application.
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An email is sent by the system notifying the Board contact staff that the university has submitted a respond to the Data Request.
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The Board contact staff review the submission and determine whether or not the submission meets the requirements of the request.
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If the submission is appropriate, then the status is changed to ‘Accepted’
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If the submission is incomplete, then the status is changed to ‘Resubmission Required’.
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If the submission is complete, but the Board Office would like additional information, then the status is changed to ‘Board Reopen’
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An email is sent to the University contact staff, notifying them of the status change.
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If the university does not submit a response in a timely manner, then the status may be changed to 'No Longer Required'. This may happen in the case of time-sensitive requests.
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What are the different roles used by the Data Request Process application?
University Roles:
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Viewer - Can view all requests and submitted documents for his/her university.
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Uploader – Can upload documents for his/her university and perform the functions of the Viewer. An ‘Uploader’ cannot submit documents to the Board office.
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Submitter – Can submit the request response to the Board office and perform the functions of the ‘Uploader’.
Note: The Data Administrator may be the Submitter or may delegate the role to another staff member.
Board of Governors Roles:
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Board Staff ‘Viewer’ - Can view all data requests including submitted information on the system.
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Contact Role – Can be assigned as one of the two main contacts for a data request. The contacts can update the status and add comments for his/her own requests, and perform the functions of the Board ‘Viewer’ role. Every Data Request is assigned a Board contact. A backup Board contact may also be assigned.
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Manager – Can add new requests to the system. The manager can be added as a contact to a data request and perform the functions of Board staff.
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What are the different statuses?
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Due – The request has not been submitted.
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Accepted - The Board Office has reviewed the submission and determined that it is appropriate.
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Resubmission Required- The submitted document has been reviewed but more information is needed to accept the request.
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Board Reopen- The request was previously submitted and/or accepted, but now reopened by Board Office. This generally occurs when the Board needs additional information that was not specified in the original request or if the university requests that the request be re-opened.
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No Longer Required- This is set by the Board Office when the University has not submitted an acceptable response, but the request is no longer needed.
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OverDue – The Data Request has passed the due date.
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