• Home
  • Student Data Management

Student Data Management

Our Work

The Student Data Management team is critical for safeguarding student information, primarily by authorizing and provisioning access to all UES enterprise systems and reports in close collaboration with campus coordinators. The team rigorously enforces data security and compliance, which includes evaluating all requests for student data (both internal and external) and responding to reported security incidents.

The team is responsible for setting policy and compliance standards, defining requirements for systems holding student data, and creating procedures to ensure its protection. Core functions involve training departmental access coordinators and data managers across all IU campuses, as well as reviewing software purchase requests to guarantee the secure maintenance and storage of student records.

Appoint an Access Coordinator

Access Coordinators must be appointed by executive management (i.e. Dean, Department Chair, Director).

Please contact Data Management to make changes if you are an executive manager/dean of a school or department and need to request a change to add or remove an SIS access coordinator. We will be glad to help.

Data Steward Request & Support

Submit the following types of requests:

  • Release of student data to third party
  • Data approval for communication to students (i.e. CRM, email, text)
  • Data approval for existing enterprise system
  • Data approval for in-house storage of critical data
  • Data Classification inquiry
  • Solomon Amendment inquiry
  • General inquiry concerning student data management

To Request Access for Student-Data:

DART Form

To Report IT incidents: 

 

Retention Guidelines

The records retention schedule [requires CAS authentication] outlines the university’s expectations for the retention of records that are typically created or managed in the course of business at Indiana University. If a Unit holds any records listed in this database, the Unit should follow these retention schedule instructions. Please note, however, that the reference to a record series in the database does not necessarily mean that such records exist at Indiana University. 

Login for Access

For questions, email us below:

  

Training and Support

Access Coordinator Training

Speak with your Access Coordinator to initiate training. For questions, please contact us via email.

Data Storage and Handling (DiSH)

The DSH tool is intended to provide specific guidance (to support policy DM-01) on where to store institutional data, and general guidance on sharing, disposal and classification of institutional data.

User Training Materials

Utilize these materials to aid in navigating the application.

User Training Contact

Contact our team for assistance with job aids.