Data Security, Access & Ethical Use Committee

In a culture of data-informed decision making, data users must have access to the data they need when they need it. This standing committee works to ensure users have the information required to use data effectively and ethically in a safe environment. To ensure this, the committee focuses on the unification of processes for gaining and granting permissions, auditing data systems usage, creating policies to support these endeavors, and standardizing training to inform data users of UMS data security, access & ethical use procedures.

Early College Coding

The Early College workgroup is improving upon all aspects of coding Early College data elements, including course sections, students’ Academic Plans, course locations, and course instructors. This work provides a seamless and consistent experience for students, as well as enabling strategic analysis in a rapidly-growing UMS student population.

Classification of Instructional Programs (CIP) Review

This group is implementing a system-wide review process for CIP Codes to ensure our academic programs are aligned with the most appropriate national content category to make finding, evaluating and selecting academic programs easier for prospective students. This review process also ensures accurate reporting and facilitates a better understanding of where UMS academic programs fit on the state, regional, and national landscape of higher education.

Financial Aid Coding

This workgroup is reviewing Financial Aid coding inconsistencies, and resolving those that most frequently lead to inaccurate reporting or significant delays in assembling requested data. The group is also working on building a documentation repository to aid those working with, and consuming, Financial Aid information. As this workgroup resolves coding issues in Financial Aid, the quality and availability of valid, reliable financial aid information will increase UMS capacity for data-informed decision making.

First Generation Student Coding

The First Generation Student Coding workgroup is developing a proposal to update the data sources used to track first generation students. Improved coding for first generation students will allow the UMS to provide more accurate data and increase the ability of leadership to understand with more accuracy the characteristics of this critical student population.

GDPR – General Data Protection Regulation
(European Union Standards)

The Data Security and Access committee is devising improvements in response to the GDPR policy and the ongoing need to ensure our data assets are protected and compliant. The safety, security, and compliance of our data are key concerns of data governance.

Student Coding for Multi-Campus Collaborative Programs

This group addresses consistent coding, tracking and reporting of students in programs that are offered as collaborations across universities and faculty within the UMS to ensure seamless experiences for students, faculty, and staff.

Communications Committee

For data governance to prosper, collaboration and communication are key. This standing committee devises and implements an annual plan to guide improvements in communications both within UMS Data Governance, and between UMS Data Governance and the wider UMS, as well as other higher education communities. They have compiled templates and procedures for issue management and workgroup progression, and work to keep all levels of the UMS community informed and collaborating on issue progress. Through the annual report and the UMS Data Governance website, everyone has access to updated information on data governance, and participants have access to the tools they need to succeed.

Instructor of Record

The Instructor of Record workgroup is developing methods for tracking instructor workload and activity in our Student Information System (PeopleSoft/MaineStreet) in order to accurately attribute teaching effort to faculty members.

Distance Education Coding

This group was formed to address inconsistencies in existing coding practices for distance education (including online) students, courses, and academic programs. The group has monitored compliance with NC-SARA reporting, and is working on consistent system-wide definitions and coding for courses’ Instruction Modes. This consistent coding of courses, in conjunction with a method for coding students pursuing academic programs from a distance (including online), will provide transparency for students, faculty, and staff, and facilitate strategic academic planning.

Deferred Students

The Deferred Student workgroup is implementing a standard methodology for processing and coding students who apply and are accepted, but then defer their start date to a future term. This consistency will increase the efficiency and accuracy of the information available to enrollment management decision-makers.

Enrollment Reports

This workgroup synthesized models for displaying recruitment, enrollment, and retention information across the UMS and developed a sample recruitment dashboard. This work will culminate in the creation of interactive data visualizations with common data elements and consistent calculations to respond to both internal and external data needs; for example, UMS enrollment managers will be able to track student recruitment and retention in real time.

Human Resources

This workgroup is creating a self-service page for instructors to review their teaching assignments and the compensation associated with those assignments. This work increases transparency for our faculty and informs upcoming work in automating HR’s generation of teaching contracts for UMS instructors.


This group is doing a complete review of accounting fields to streamline categories, reduce redundancies, and ensure available categories are current. These modifications will ensure accuracy of financial reporting across the UMS, and simplify the process of categorizing expenditures.