Administrative Data: Security and Access

Information maintained by Meredith College in its administrative computing systems is a vital asset that will be available to all college employees who have a legitimate need. The granting of access will be consistent with the college’s responsibility to preserve the integrity of such data by all appropriate means and to protect the privacy of records, as required by federal legislation.

Meredith College owns all administrative data. Individual departments, offices and personnel may have specific, limited stewardship and maintenance responsibilities for portions of the data as well as for the computer operating systems, database engines, application software, and the hardware platforms enabling the administrative information systems.

The college’s Senior Management Team, headed by the president, is charged with the responsibility for establishing appropriate college-wide data and information management policies and procedures. The four college Vice Presidents (Academic Affairs, Business and Finance, Institutional Advancement and Student Development) have specific responsibility for data and information in their operational areas. The management, maintenance and access decisions are typically delegated to subordinate managers and supervisors in their areas of responsibility. Maintenance of all associated hardware and system software is the responsibility of the Technology Services Department.

Within a given office or department the responsible manager determines the required level of access for whoever fills a particular position based on the concept that appropriate access is that which is necessary for the successful completion of the tasks for which the individual is responsible. The process for requesting access to any additional information is as follows:

• The request is first made to the individual’s department head, who will evaluate the individual’s need.
• In cases where the requested information extends beyond the department head’s purview, the department head, if s/he agrees with the need for the data, will forward the request for approval by the manager who is responsible for the information.
• In those cases where agreement on access level cannot be reached or uncertainty exists, the appropriate Vice President resolves the issue.
• When an individual leaves a position the department head or vice president will submit written notification (or e-mail) to Technology Services to remove that individual’s access to data.
• In all cases the role of Technology Services is limited to implementing the agreed upon access (or deletion thereof) as soon as a written request (or e-mail) is received from the responsible manager or Vice President.

For purposes of clarity what follows details by system module the responsible Vice President(s) and functional department(s).

Demographic Information - Responsible Managers: Directors of Admissions for various programs (Applicants), Registrar (Students), Vice-President for Business and Finance (Employees), Controller (Vendors), Vice-President for Institutional Advancement
Name
Addresses
Phone Numbers
SSN
Birth date
Parent Info
Emergency Info
Employment Info
Spouse Info
Relation Info
Special Needs
Foreign Person Info

Admissions Management - Responsible Manager: Director of Admissions, Vice-President: Student Development
Prospect Status
Academic Program
Application Status
Admit Status
Start Term
Test Scores
External Transcripts
Institutions Attended
Honors/Act

Academic Records - Responsible Manager: Registrar, Vice-President: Academic Affairs
Academic Program
Advisors
Restrictions
Transcript/Academic History
Academic Level
Class Level

Registration - Responsible Manager: Registrar, Vice- President: Academic Affairs
Registration
Student Schedule
Academic Roster
Waitlists

Curriculum Management- Responsible Manager: Registrar, Vice- President: Academic Affairs
Programs
Courses/Sections

Faculty Information- Responsible Manager: Vice- President for Academic Affairs
Faculty Info
Faculty Schedule
Faculty Qualifications
Faculty Advisees

Accounts Receivable/Cash Rcpt- Responsible Manager: Controller, Vice-President: Business and Finance
Accounts Receivable
Cash Receipts

Residence Life- Responsible Manager: Director of residence Life, Vice-President: Student Development
Room Assignment
Meal Plan Assignment

Financial Aid- Responsible Manager: Director of Financial Aid, Vice-President: Student Development
Pending Financial Aid
All Powerfaids information

Payroll/Personnel- Responsible Manager: Vice- President for Business and Finance
Employment Information
Position Information
Salary/Wages
Benefits/Deductions
Leave Plans
Taxes

General Ledger- Responsible Manager: Controller, Vice-President: Business and Finance
General Ledger Admin
Budgets
GL Transactions

Accounts Payable- Responsible Manager: Controller, Vice-President: Business and Finance
Vendors
Vouchers

Benefactor- Responsible Manager: Vice-President for Institutional Advancement
Donor Information
Alumnae Information

Scheduling (AdAstra)- Responsible Manager: Coordinator of Campus Events, Vice-President: Business and Finance
Scheduled Events