4.1. POLICY. It is the policy of Fairmont State University that all institutional
data will be entered in accordance with standardized formats, definitions, workflows,
and validation rules. Data must be accurate, complete, timely, and compliant with
all applicable regulations, including FERPA, HIPAA, Gramm-Leach-Bliley Act (GLBA),
and institutional security policies. All departments must adopt or develop procedures
consistent with this administrative policy, and all users must follow these standards
when entering or modifying institutional data.
4.2. ACCURACY
4.2.1. Data must match authoritative documentation or verified sources.
4.2.1.1. Users must reference the institution-approved source documents (e.g., admissions
records, HR forms, financial documentation, approved third-party data feeds). Each
functional area defines its authoritative sources in its business processes maintained
in a centralized digital repository with oversight by the Data Governance Committee.
4.2.2. Users must validate information before committing entries.
4.2.2.1. Validation includes cross-checking data against official documents, using
system validation tools, and confirming unclear information with the appropriate data-owning
department. Validation steps will be defined in system- or department-specific procedures.
4.2.3. Erroneous data must be corrected following approved correction procedures:
4.2.3.1. Each system of record (e.g., SIS, HRIS, Finance) maintains a documented Data
Correction Procedure that outlines who may request or perform corrections, required
documentation, approval steps, and timeframes. Corrections must be logged according
to audit requirements (e.g., system audit trails, ticketing systems, or designated
change logs). High-impact or sensitive data corrections require review by the data
steward or data manager for that domain.
4.2.4. Data Stewards (determined by staff position) for each functional area, in coordination
with IT system owners and the Data Governance Committee approves these procedures.
4.2.5. Only approved codes, values, and naming conventions may be used.
4.2.5.1. This is enforced through the following mechanisms: Systems of record must
use controlled vocabularies, drop-down lists, and validation rules to restrict data
entry to approved values. Data Stewards maintain the official lists of codes, values,
and naming conventions. Changes to values or naming standards require the approval
processes defined by the Data Governance Committee.
4.2.6. Required fields must be determined and maintained by designated data governance
roles.
4.2.6.1. Data Stewards, in consultation with functional data owners and system administrators,
identify the required fields for each system and process. Required fields are documented
in system-specific data standards and configuration documentation. Any changes to
required fields must follow the Data Governance Committee’s change-management process.
4.3. COMPLETENESS
4.3.1. All required fields must be populated prior to submission.
4.3.2. Placeholder text (e.g., TBD, XXX, NA) is prohibited unless explicitly permitted
by the system owner.
4.3.3. Records must include all data elements necessary for downstream processes (e.g.,
payroll, billing, reporting).
4.3.3.1. All records should be formatted in a consistent manner.
4.4. TIMELINESS
4.4.1. Time-sensitive data (e.g., payroll deadlines, student enrollment updates) must
follow the timelines set by the responsible department unless governed by an external
entity. Delays must be documented if they impact compliance or operations.
4.5. SECURITY AND ACCESS
4.5.1. Users may enter or modify data only within their approved security roles.
4.5.2. Sharing login credentials is strictly prohibited.
4.5.3. Systems must maintain audit trails of all data entry activity.
4.5.4. Sensitive data may only be handled according to Fairmont State’s Protection
of Confidential or Sensitive Information - Employee Agreement.
4.6. ROLES AND RESPONSIBILITIES
4.6.1. Data Governance Committee / Data Governance Lead
4.6.1.1. Define and approve data standards, policies, and procedures. Ensure cross-departmental
coordination and accountability for data quality. Monitor compliance, risks, and performance
metrics related to data governance. Review and approve changes to required fields,
naming conventions, code sets, and correction procedures.
4.6.2. Operational Data Management Roles
4.6.2.1. Data Owner
4.6.2.1.1. Typically a senior leader responsible for a specific data domain (e.g.,
Registrar for student data, HR Director for employee data). Define access rights,
data quality expectations, and authoritative sources for the domain. Approve major
changes to data structures, required fields, or usage policies. Sponsor and oversee
domain-specific data quality efforts.
4.6.2.2. Data Steward
4.6.2.2.1. Designated staff member(s) responsible for managing the accuracy, completeness,
and consistency of data within their domain. Monitor data quality, perform routine
validation, and coordinate error correction. Maintain lists of approved codes, values,
and naming conventions. Collaborate with Data Owners, Information Technology (IT),
and Institutional Research to enforce standards. Document domain-specific procedures
for data entry, validation, and correction.
4.6.2.3. Data Custodian
4.6.2.3.1. Usually technical staff (often within IT) responsible for the systems that
store and process data. Manage system configurations, backups, and overall data security.
Implement and maintain access controls aligned with Data Owner approvals. Ensure that
validation rules, required fields, and audit trails are technically enforced where
feasible.
4.6.3. Institutional Units with Data Responsibilities
4.6.3.1. Data-Owning Departments (HR, Registrar, Finance, etc.)
4.6.3.1.1. Develop and maintain detailed, department-specific data entry and correction
procedures aligned with this administrative policy. Procedures should include dual
review of data to the extent possible. Train staff on proper data entry and validation
methods. Monitor accuracy and correct errors promptly following approved procedures.
Identify domain-specific authoritative documents and required fields.
4.6.3.2. Institutional Research (IR)
4.6.3.2.1. Provide operational data governance guidance and support. Conduct periodic
data quality assessments and report findings to the Data Governance Committee. Publish
institutional data definitions, code sets, and data dictionaries. Assist departments
and Data Stewards in defining authoritative sources and required fields.
4.6.4. Technical Roles
4.6.4.1. Information Technology (IT) Services
4.6.4.1.1. Maintain system security roles, authentication, and access controls. Configure
systems to enforce validation rules, formatting standards, and required fields where
technically feasible. Oversee system audit logging and retention. Support Data Custodians
and DBAs in maintaining reliable data systems.
4.6.4.2. Database Administrator (DBA)
4.6.4.2.1. Manage and optimize databases for performance, reliability, and security.
Support legacy systems and implement enhancements or new database deployments. Maintain
backups, recovery plans, and data integrity controls. Assist in implementing domain-specific
validation, indexing, and structural rules that support data quality.
4.7. DATA QUALITY ASSURANCE
4.7.1. Data quality assurance is led by the Data Governance Committee, with Data Stewards
responsible for operational monitoring, Data Owners accountable for domain-level performance,
Institutional Research supporting measurement, and IT enforcing system-based controls.
4.7.2. The following quality measures will be assessed quarterly:
| Criteria |
Target |
Description |
| Accuracy |
≥ 98% Correct Entries |
Sampled records match authoritative sources. |
| Completeness |
100% Required Fields |
No missing mandatory fields. |
| Consistency |
95% Adherence |
Formatting and code standards followed across systems. |
| Timeliness |
95% On-Time |
Entries completed within required deadlines. |
