Policies and Procedures
COVER SHEET
| Policy Title: | 132 - Institutional Data Collection and Research |
| Type of Policy: | Modification of an existing policy . |
| Draft Number and Date: | |||
| President's Council Sponsor: | Linda Makin | Ext. | 8457 |
| Policy Steward: | Robert Loveridge | Ext. | 8161 |
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| Title | Institutional Data Collection and Research | Number | 132 |
| Section | Governance, Organization, and General Information | Approval Date | Feb 13,1997 |
| Subsection | Publications, Reports, Research, and Records | Effective Date | Feb 13,1997 |
A. This policy has been established to ensure responsiveness of constituents for official institutional reporting, thus ensuring validity of data and efficient use of institutional resources in data collection and reporting. Institutional data is a valuable university asset; the integrity of this information is vital to assuring accreditation and acquiring federal and state resources. In a culture of assessment, policy is needed to assure coordination and consolidation of surveys and other assessment instruments.
A. Department of Education, 34 CFR Part 99, Federal Family Education Rights and Privacy Act
B. Utah Code Ann. 63-2-101 et seq., Government Records Access and Management Act
C. UVU Policy #138 Institutional Review Board
D. UVU Policy #444 Academic Freedom and Information Access
E. UVU Policy #445 Institutional Data Management and Access
F. UVU Policy #449 Private Sensitive Information
G. UVU Policy #450 Processing and Control of Distributed Administrative Data
A. Constituents: Individuals directly associated with UVU (e.g., students, former students, prospective students, employees, alumni).
B. Data collection: Collecting data through any of a variety of means, such as surveys, interviews, focus groups, etc.
C. Institutional data: Data that is relevant to planning, managing, operating, or auditing a function of the institution; specifically descriptive of UVU or its constituents; referenced or required by an organizational unit(s); or, included in an official report.
D. Instruments: Questionnaires, surveys, scripts, or other mechanisms for collecting data.
E. Non-institutional data: Data used for broad discipline-specific scholarly and creative work. Non-institutional data also includes:
1. Individual medical, psychiatric, or psychological data of employees and/or students;
2. Notes and records that are personal property;
3. Instructional materials; and
4. Regular classroom tests, examinations, exercises, classroom assignments, etc.
F. Publication: Any information distributed outside the university or for use by an external audience.
G. Researcher: For the purposes of this policy, an individual, group, or organization engaged in institutional data collection.
H. Sample: A select group of constituents used as the targeted population for any data collection effort and their associated information (e.g., e-mail addresses, phone numbers, mailing addresses, and demographic information).
A. All institutional data, including subsets, are the property of the university.
B. Researchers conducting data collection from or about the university’s constituents must coordinate with and obtain approval and samples from Institutional Research and Information (IRI). Coordination may include a review of the instruments, methodology, and timeline.
C. IRI will only provide samples involving human subjects after Institutional Review Board approval has been obtained by the researcher.
D. Researchers producing institutional data must submit instruments, data, and reports to IRI for archiving.
E. Institutional data must be reviewed and approved by IRI prior to publication.
A. Researchers must coordinate with and obtain approval from IRI prior to the collection of data from or about the university’s constituents.
1. The targeted population (see V.B.1.);
2. The nature of the research, including instruments;
3. The timeframe of the research; and
4. Contact information for the principal investigator.
B. IRI will provide researchers (as needed and/or as possible):
1. Appropriate sample. (Such sample is intended for one-time use only and may only be reused with IRI’s approval.)
2. Advice regarding available university resources and technology.
3. Recommendations concerning methodology.
4. Assessment and determination of whether the project places an excessive burden on university resources, constituents, or IRI and may warrant modification, delay, or denial.
C. Authorization of the data collection will be posted via electronic means by IRI so constituents may know that the activity has been approved.
D. At the conclusion of the research, but prior to publication, researchers will provide the instrument, collected data and results to IRI for cataloging and archiving
E. IRI may conduct data collection on behalf of the University during regular classroom instruction. IRI strives to minimize this methodology and will notify affected faculty as early as possible to arrange an appropriate administration time.