Data Categories

Data Trustees must consult with the Vice President for Legal Affairs and General Counsel prior to approving a law enforcement request to examine, share or distribute University data. Stewards and/or Custodians of University data must escalate and report any legal or law enforcement request made of them to their respective Data Trustee prior to fulfilling any such request.

University Data

This consists of all information related to the business of Bradley University that exists in electronic, digital, printed, or other forms. It includes but is not limited to text, graphics, video, audio, still images, databases, and spreadsheets.

Data Categories

are high-level classifications of University Data that require specific security or privacy considerations.
represent a collection of data sets with unique access requirements; e.g., specified users, job duties, scope.
should be granular enough to assign to a distinct university Data Trustee and Data Steward.
should be minimal; i.e. If related sets of data have the same Data Trustee, the same Data Steward, and the same access requirements, then they should be placed in the same data category.

Data Trustees

are members of the senior administration.
have oversight responsibility for the portion of data that is related to the university functions managed, administered or run by the units who report to the Data Trustee.
manage, protect, and ensure the integrity and usefulness of the data.
identify the sensitivity and criticality of data.
ensure appropriate business processes are in place.
designate Data Stewards.

Data Stewards

have primary responsibility for the accuracy, security, and privacy of a specific dataset. In some instances Data Stewards and Data Custodians may be the same individual.
are the dataset or subject matter expert.
implement data standards and monitor data quality.

Data Custodians

are responsible for managing the technology and security controls around the confidentiality, integrity, and availability of the data. In some instances Data Custodians and Data Stewards may be the same individual.
provide secure infrastructure and processes, including recoverability of data.
control access rights.
implement data policies.

Changes to this table

A request to change an entry in this table must be submitted in writing (email is acceptable) as follows:

A Data Category change must be requested by the designated Data Trustee or Data Steward.
A Data Trustee change will be handled by ?.
A Data Steward change must be requested by the designated Data Trustee.
A Data Custodian change must be requested by the designated Data Steward.
The request must be submitted to the Data Governance Committee.

Data Access Policies View Content in Google Sheets Data Governance Data Classification Policy Data Ownership Policy Data Locations Policy Trustee, Steward, Custodian and User Definitions Data Backup Policy

Table of data categories, trustees, stewards, and custodians

Academic Affairs

Category	Trustee	Steward	Custodian	Retention Period	Retention Standard Reference
Classroom Occupation & Utilization data	Registrar	Associate Registrar	Information Technology, Illinois Record Keepers	Until Academic Need Is Satisfied (UANS)	FERPA
Classroom Recordings	Provost and Senior Vice President for Academic Affairs	Executive Director of Learning Design and Technology	Panopto, Zoom?
Continuing Education	Provost and Senior Vice President for Academic Affairs	Exec. Director of Continuing Education & Professional Development	Events Air
Continuing Education Unit (CEU) Operational Data	Provost and Senior Vice President for Academic Affairs	Exec. Director of Continuing Education & Professional Development	Unit-specific
Contracts and/or Grants: Pre-Award, Proposals & Submissions	Associate Provost	Director of Sponsored Programs	Office of Sponsored Programs, Information Technology, Facilities
Counseling Recordings for Classes	Provost and Senior Vice President for Academic Affairs	Online Program Director	Zoom
Event (Non-Conference) Data	Provost and Senior Vice President for Academic Affairs	Program Director, Continuing Education and Professional Development	Events Air
Event Management System (Class Scheduling)	Registrar	Office of the Registrar	Information Technology	Indefinite	FERPA
External Surveys (e.g. U.S. News, Princeton Review)	Provost and Senior Vice President for Academic Affairs	Director of Institutional Effectiveness	Office of Institutional Effectiveness, Enrollment Management, Student Affairs, Provost's Office
Faculty Activity Report	Provost and Senior Vice President for Academic Affairs	Director of Institutional Effectiveness	Office of Institutional Effectiveness, Information Technology, Illinois Record Keepers, Watermark
Grant Application & Management Data	Associate Provost	Director of Sponsored Programs	Office of Sponsored Programs, Information Technology
GTS/Assistantship Data	Associate Provost	Director of Graduate Education Student Fees, HR, Payroll, Controller's Office	Technolutions, Information Technology, Illinois Record Keepers
HLC Assurance Argument	Provost and Senior Vice President for Academic Affairs	Director of Institutional Effectiveness (ALO)	Evidence Coordinator, HLC
IBHE/ILDS Enrollment and Graduation files	Registrar	Office of Institutional Effectiveness Analyst	Office of Institutional Effectiveness, Information Technology, Illinois Record Keepers, IBHE	Indefinite	FERPA
International Employment Faculty VISA Files	Provost and Senior Vice President for Academic Affairs	Assistant to the Provost	Human Resources, Director of Payroll	Until faculty separate from the University
IPEDS - Academic Student Records	Registrar	Office of Institutional Effectiveness Analyst	Office of Institutional Effectiveness, Information Technology, Illinois Record Keepers, IPEDS	Indefinite	FERPA
IPEDS Admissions	Registrar	Vice President of Enrollment Management	Registrar's Office, Enrollment Management, IPEDS	Indefinite	FERPA
IPEDS Financial	Registrar	Controller	Controller's Office, Registrar's Office, Information Technology, Illinois Record Keepers, IPEDS	Indefinite	FERPA
IPEDS Financial Assistance	Registrar	Director of Financial Assistance	Registrar's Office, Financial Aid Office, IPEDS	Indefinite	FERPA
IPEDS HR Data	Registrar	Director of Human Resources (classified), Director of Institutional Effectiveness (exempt)	Registrar's Office, Human Resources Office, Information Technology, Provost's Office, Illinois Record Keepers, IPEDS	Indefinite	FERPA
Math Placement	Provost and Senior Vice President for Academic Affairs	Director of the Math Success Center and Associate Provost	Information technology, McGraw-Hill Education / ALEKS	Indefinite	FERPA
NSC Enrollment and Graduate files	Registrar	Office of Institutional Effectiveness Analyst	Office of Institutional Effectiveness, Information Technology, Illinois Record Keepers, NSC, NSLDS	Indefinite	FERPA
Nursing Student Background Checks	Provost and Senior Vice President for Academic Affairs	Dean of the College of Education and Health Sciences	Castle Branch, Shadow Health?
Online Courses	Provost and Senior Vice President for Academic Affairs	Executive Director of Learning Design and Technology	Information Technology, Illinois Record Keepers, Instructure, Longsight,
Registration & Grade Data	Registrar	Registrar	Information Technology, Illinois Record Keepers, Instructure, Longsight	Indefinite	FERPA
Research Data	Associate Provost	Director of Sponsored Programs	Office of Sponsored Programs, contributing faculty
Student Record Data	Registrar	Registrar	Information Technology, Illinois Record Keepers	Indefinite	FERPA
Study Abroad	Provost and Senior Vice President for Academic Affairs	Director of International Programs and Associate Provost	Information Technology, Illinois Record Keepers
Teacher Ed Student Background Checks	Provost and Senior Vice President for Academic Affairs	College of Education and Health Sciences Assessment Coordinator	College of Education and Health Sciences Assessment Coordinator
University-wide Assessment Data	Provost and Senior Vice President for Academic Affairs	Director of Institutional Effectiveness	Office of Institutional Effectiveness

Advancement and Alumni

Category	Trustee	Steward	Custodian
Donor Records (Electronic)	Vice President for Advancement	Director, Advancement Data Management, Technology and Strategy	Blackbaud, GiveCampus, Illinois Record Keepers, Information Technology
Donor Records (Paper)	Vice President for Advancement	Staff – Advancement	Case Files
Donor Payments	Vice President for Advancement	Gift Records Coordinator	Blackbaud, CyberSource, GiveCampus, HEP, Illinois Record Keepers, Information Technology, Match Finder
Alumni	Vice President for Advancement	Executive Director, Alumni Relations	Information Technology, Blackbaud, Cvent, Illinois Record Keepers
Alumni (Smith Career Center)	Vice President for Student Affairs	Assistant VP / Executive Director, Smith Career Center	Information Technology, GradLeaders, Illinois Record Keepers

Bradley University Police

Category	Trustee	Steward	Custodian	Retention Period
Background Investigation Information (fingerprint results, etc.)	AVP of Public Safety & Chief of Police	Access Control Specialist	Bradley University Police Department, Illinois State Police, TLOxp	3 years
Blackboard (door access)	AVP of Public Safety & Chief of Police	Access Control Specialist	Information Technology, Illinois Record Keepers	Indefinite
CAD/RMS	AVP of Public Safety & Chief of Police	Information Technology Software Architect	Information Technology, Google, Illinois Record Keepers	Indefinite
Clery Act	AVP of Public Safety & Chief of Police	Clery Compliance Coordinator	Information Technology, Illinois Record Keepers	7 years
Dispatch Audio Recordings	AVP of Public Safety & Chief of Police	Access Control Specialist	Information Technology, Illinois Record Keepers	30 days, except when kept as evidence
Evidentiary Photos/Videos	AVP of Public Safety & Chief of Police	Captain, Bradley University Police Department	Bradley University Police Department	Indefinite
In-car Video Recordings	AVP of Public Safety & Chief of Police	Access Control Specialist	Bradley University Police Department, Information Technology, Illinois Record Keepers	1 year
Police Reports	AVP of Public Safety & Chief of Police	Clery Compliance Coordinator	Bradley University Police Department, Peoria Police Department	Indefinite
S2 (door access)	AVP of Public Safety & Chief of Police	Access Control Specialist	Information Technology, Illinois Record Keepers, S2?	Indefinite
Security Cameras	AVP of Public Safety & Chief of Police	Access Control Specialist	Information Technology, Illinois Record Keepers	30 days, except when kept as evidence
TASER video recordings	AVP of Public Safety & Chief of Police	Access Control Specialist	Bradley University Police Department	30 days, except when kept as evidence

Enrollment Management

Category	Trustee	Steward	Custodian
Financial Aid Data	Vice President for Enrollment Management	Director of Financial Assistance	Information Technology, Illinois Record Keepers, LeapFILE
Undergraduate Admissions Database	Vice President for Enrollment Management	Director of Admissions Technology and Operations	Technolutions, Information Technology, Illinois Record Keepers
Student Loans Account Data	Vice President for Enrollment Management	Director of Financial Assistance	Information Technology, Illinois Record Keepers, UNISA
	Vice President for Enrollment Management		Farrell Day

Facilities Management

Category	Trustee	Steward	Custodian	Retention Period
Chemical and hazardous material	Director of Facilities	Safety Supervisor
Facility names and codes	Director of Facilities	General Services Supervisor	Facilities Management, eventually Information Technology

Financial Services

Category	Trustee	Steward	Custodian	Retention Period
Budget	Senior Vice President and Chief Operating Officer	Assistant Controller	Information Technology, Illinois Record Keepers
Employment Eligibility Verification Form (I-9)	Senior Vice President and Chief Operating Officer	Director of Payroll
Financial systems data	Senior Vice President and Chief Operating Officer		Information Technology, Illinois Record Keepers
Foreign national employee taxation file - Windstar	Senior Vice President and Chief Operating Officer	Director of Payroll	Information Technology, Illinois Record Keepers
Kronos timekeeping system files	Senior Vice President and Chief Operating Officer	Director of Payroll	ADP, Information Technology, Illinois Record Keepers
Payroll file	Senior Vice President and Chief Operating Officer	Director of Payroll	ADP, Information Technology, Illinois Record Keepers
University ID photos	Senior Vice President and Chief Operating Officer	Director of Systems Integration	Information Technology, Illinois Record Keepers
Capital asset data	Senior Vice President and Chief Operating Officer		Information Technology, Illinois Record Keepers
Capital improvement data	Senior Vice President and Chief Operating Officer	Director of Facilities	Information Technology, Illinois Record Keepers
Student financial account data	Senior Vice President and Chief Operating Officer	Assistant Controller	Information Technology, Illinois Record Keepers
Student financial account data / QuickCard	Senior Vice President and Chief Operating Officer	Director of Systems Integration	Information Technology, Illinois Record Keepers
Vendor data	Senior Vice President and Chief Operating Officer	Assistant Controller	Information Technology, Illinois Record Keepers
Reallocations data	Senior Vice President and Chief Operating Officer	Assistant Controller	Information Technology, Illinois Record Keepers
Labor distribution data	Senior Vice President and Chief Operating Officer	Director of Payroll
Fingerprint information for time clocks	Senior Vice President and Chief Operating Officer	Director of Payroll		3 years after last interaction

Human Resources

Category	Trustee	Steward	Custodian	Retention Period	Retention Standard Reference
Background Checks	Director of Human Resources	Human Resources Administrator	HireRight
Benefits	Director of Human Resources	Benefits Administrator	BCBS of Illinois, ADP, Illinois Record Keepers, Information Technology, Voya, TIAA, BPC, AGIS
CDL Background Checks	Director of Human Resources	Supervisor of Facilities General Services	HireRight, Assistant to the President
Employee Grievance & Disciplinary Action Files	Director of Human Resources	Director of Human Resources	ADP, Information Technology, Illinois Record Keepers, individual VPs
Employment Eligibility Verification Form (I-9)	Director of Human Resources	Human Resource Administrator	ADP, Illinois Record Keepers
Fingerprints for Time Clocks	Director of Human Resources	Human Resource Administrator	ADP	Maximum of 3 years after last interaction	BIPA
Human Resources Data	Director of Human Resources	Human Resources Administrator	ADP, Information Technology, Illinois Record Keepers, Office of the Provost (faculty)
Labor Distribution Data	Director of Human Resources	Human Resource Administrator	ADP
Required Training Data	Director of Human Resources	Human Resource Administrator	United Educators, Blackboard, Instructure (Canvas), Information Technology, Illinois Record Keepers

Information Technology

Category	Trustee	Steward	Custodian	Retention Period
Account Credentials (BUnetID usernames and passwords)	Director of Information Security	Security Engineer	Google, Information Technology, Illinois Record Keepers, everyone	120 days after account is no longer needed
Account Information	Director of Information Security	Security Engineer	Google, Information Technology, Illinois Record Keepers, Microsoft, everyone
Backups	Chief Information Officer	Director of Infrastructure	Information Technology, Illinois Record Keepers	1 year, except for litigation holds, 100 years for email archive
Computer Inventory	Chief Information Officer	Director of Endpoint and Client Services	Information Technology, Illinois Record Keepers, Lansweeper
Computer Process Trees	Director of Information Security	Security Engineer	CrowdStrike, Information Technology	1 year
Encryption Keys	Director of Information Security	Security Engineer	Information Technology, Illinois Record Keepers
Phone Logs	Chief Information Officer	Director of Infrastructure	Information Technology, Illinois Record Keepers
Source code	Chief Information Officer	Director, Enterprise Systems	Information Technology, Illinois Record Keepers
Voice Over IP (VoIP)	Chief Information Officer	Director of Infrastructure	Information Technology

Intercollegiate Athletics

Category	Trustee	Steward	Custodian	Retention Period	Retention Standard Reference
Athletics	Vice President for Intercollegiate Athletics	Director of Academics and Student Development	Information Technology
Auction Sales	Vice President for Enrollment Management	Director of Admissions Technology and Operations	Technolutions, Information Technology, Illinois Record Keepers
Camps	Vice President for Intercollegiate Athletics	Individual Coaches	Individual coaches, Information Technology, Illinois Record Keepers	User discretion	"Standard" University Retention Period Definition; FTC Safeguard Rules
Credit card purchases / Donations	Vice President for Intercollegiate Athletics	Director of Braves Club Membership and Events	Greater Giving, Information Technology, Illinois Record Keepers	Indefinite
EADA	Vice President for Intercollegiate Athletics	Sr. Associate Athletic Director, Controller	NCAA FRS, Dept of Ed, Information Technology, Illinois Record Keepers	Indefinite	NCAA, Dept. of Education
Graduation Data/GRS/APR	Vice President for Intercollegiate Athletics	Assistant Registrar	Sr. Assoc. Athletic Director for Compliance, NCAA/Dept of Ed, Information Technology, Illinois Record Keepers	Indefinite	FERPA
Hiring Processes	Vice President for Intercollegiate Athletics	Director of Human Resources, Athletics Administrative Assistant	Paper Records
Integrated Fan base	Vice President for Intercollegiate Athletics	Assoc. Athletic Director for Marketing and Ticketing	Learfield IMG College
Merchandise Sales / Credit card	Vice President for Intercollegiate Athletics	Sr. Associate Athletic Director / Assoc. Athletic Director for Marketing and Ticketing	Square, Information Technology, Illinois Record Keepers
NCAA Compliance	Vice President for Intercollegiate Athletics	Sr. Assoc. Athletic Director for Compliance	Intercollegiate Athletics Director of Compliance, Paper Records, NCAA, Information Technology, Illinois Record Keepers	7-8 years required per NCAA	NCAA
NCAA Demographic/Sport Sponsorship	Vice President for Intercollegiate Athletics	Sr. Assoc. Athletic Director for Compliance	NCAA	Indefinite	NCAA
NCAA/Conference Survey/Shared Data	Vice President for Intercollegiate Athletics	Sr. Assoc. Athletic Director for Finance and Administration	User discretion	"Standard" University Retention Period Definition; FTC Safeguard Rules
Out bound / Online ticket sales	Vice President for Intercollegiate Athletics	Assoc. Athletic Director for Marketing and Ticketing	Aspire
Raffles	Vice President for Intercollegiate Athletics	Director of Braves Club Membership and Events	Ascend (50/50 Central), Information Technology, Illinois Record Keepers
S-A Academic Tracking	Vice President for Intercollegiate Athletics	Sr. Assoc. Athletic Director for Academic and Student Welfare, Sr. Assoc. Athletic Director for Compliance	Paper Records, Google	6-8 years
S-A Injury Tracking	Vice President for Intercollegiate Athletics	Athletic Trainer	ATS, paper, Insurance Providers
S-A Records	Vice President for Intercollegiate Athletics	Sr. Assoc. Athletic Director for Academic and Student Welfare	Paper Records	6-8 years
Student Drug Testing	Vice President for Intercollegiate Athletics	Athletic Trainer	Drug Free Sport, possibly on Colston computer
Student-Athlete COVID Testing	Vice President for Intercollegiate Athletics	Sr. Assoc. Athletic Director for Academic and Student Welfare, Athletic Trainer	Google Drive, Reditus Labs (Pekin)
Ticket Sales / Donations	Vice President for Intercollegiate Athletics	Assoc. Athletic Director for Marketing and Ticketing	Ticketmaster Archtics, Information Technology, Illinois Record Keepers
Volunteers	Vice President for Intercollegiate Athletics	Sr. Assoc. Athletic Director for Finance and Administration, Sr. Assoc. Athletic Director for Communications	Sr. Assoc. Athletic Director for Finance and Administration for paper, Information Technology, Illinois Record Keepers for Advance, Blackbaud for Raiser's Edge	Indefinite

Legal Affairs

Category	Trustee	Steward	Custodian
Background Checks	Vice President for Legal Affairs and General Counsel	Director of Human Resources	HireRight
Benefits	Vice President for Legal Affairs and General Counsel	Benefits Administrator	BCBS of Illinois, Greatland, Information Technology, Illinois Record Keepers, Voya, TIAA, BPC, AGIS
CDL Background Checks	Vice President for Legal Affairs and General Counsel	Executive Administrative Assistant	Executive Administrative Assistant, HireRight
Consents	Vice President for Legal Affairs and General Counsel		Illinois Record Keepers, Information Technology
Employee Grievance and Disciplinary Action Files	Vice President for Legal Affairs and General Counsel	Director of Human Resources	Illinois Record Keepers, individual VPs, Information Technology
Human Resources Data	Vice President for Legal Affairs and General Counsel	Director of Human Resources	Automatic Data Processing, Illinois Record Keepers, Information Technology
Required Training Data	Vice President for Legal Affairs and General Counsel	Director of Human Resources	United Educators, Blackboard, Information Technology, Illinois Record Keepers
Subpeonas	Vice President for Legal Affairs and General Counsel

Student Affairs

Category	Trustee	Steward	Custodian
Career Search data	Vice President for Student Affairs	Exec. Director, Smith Career Center	12Twenty
Conference data	Vice President for Student Affairs	Exec. Director of Student Involvement	Illinois Record Keepers, Information Technology
COVID-19 Health data	Vice President for Student Affairs	Medical Director, Health Services	Qualtrics
Event Management System (Student Events)	Vice President for Student Affairs	Director, Student Activities	Information Technology
Housing data (apartments)	Vice President for Student Affairs	General Manager, Off-Campus Properties	Illinois Record Keepers, Information Technology
Housing data (residence halls)	Vice President for Student Affairs	Exec. Director, Residential Living and Student Conduct	Director of Admissions Technology & Operations, Illinois Record Keepers, Information Technology, StarRez
Intramurals	Vice President for Student Affairs / Registrar	Asst. Director of Programs, Campus Recreation and Athletic Facilities	IMLeagues
Markin Center Member data	Vice President for Student Affairs	Director of Campus Recreation and Athletic Facilities	Information Technology
SEVIS	Exec. Director, Student Support Services	Administrative Support, Center for Research and Service	Department of Homeland Security
Student career data	Vice President for Student Affairs	Exec. Director, Smith Career Center	GradLeaders, Handshake, Information Technology, Illinois Record Keepers
Student counseling record	Vice President for Student Affairs	Medical Director, Health Services	Illinois Record Keepers, Information Technology
Student Engagement data	Vice President for Student Affairs	Director of Academic Success Center	EAB
Student judicial data	Vice President for Student Affairs	Exec. Director, Residential Living and Student Conduct	Illinois Record Keepers, Information Technology
Student medical record, Student Health Services patient record	Vice President for Student Affairs	Medical Director, Health Services	Illinois Record Keepers, Information Technology
Student organization management data	Vice President for Student Affairs	Director of Student Activities	Presence, Information Technology, Illinois Record Keepers

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