Sponsored Programs

Sponsored Programs Data Domain

Resources

Sponsored Programs data includes information related to external funding sources, sponsored initiatives related to the management and oversight of research activities at Vanderbilt.

The Sponsored Programs Data Domain is divided into Subdomains providing information on a more granular level.

Data Trustee: Jean Mercer

Data classification is a practice that helps us understand the value of our data and identify more sensitive data. The more sensitive the data, the more cautious you must be about accessing and sharing it with others and the more protections it needs to safeguard it from mishandling or misuse.

Vanderbilt University has a Data Classification Policy that has categorized VU data into the 4 levels listed below. Data classification for transactional row level data are assigned at the Subdomain level. However the same data may be classified differently dependent on the format of the data.
*See the next tab for some domain specific data classification guidelines and examples.

Level 1 - Public	Level 2 - Institutional Only	Level 3 - Restricted	Level 4 - Critical
Intended for public release or distribution.	Private to VU and should not be available to non-VU individuals without permission.	Confidential by law or contract, or should not be shared with unauthorized persons.	Confidential by law or contract and requires bespoke security requirements.

Visit the VUIT Cybersecurity website for more information and guidance on Data Classification.

Additional Data Classification Rationale & Guidelines for Sponsored Programs Data
Specific domain data may have different data classification levels depending on the type and format of a dataset.
Below are some domain specific guidelines and examples on classifying data. (more examples coming soon)

Classification	Type of Data Elements	Example(s)
Level 4 - Critical	N/A	N/A
Level 3 - Restricted	Protected ID’s, private personal data	National Identification numbers, Date of Birth, Sex at Birth
Level 2 - Institutional Use Only	Non-sensitive directory information	Directory Information (name, address, email, phone)
Level 1 - Public	Aggregated Data and non-personally identifiable row level data	Some aggregate data may not be made public if there is a risk of personally identifying data classified at the internal or higher level.

If you are not sure which classification level your data falls in or have questions about data handling and sharing, contact Data Governance Program Office.

Subdomains

Award data (pre-award)

Includes data about the awards VU receives from external sponsors for sponsored research activities. Example data elements include awarded dollars, budge period dates, award documents, and names of key personnel involved.
Data Steward: Hilda McMackin
Regulatory Compliance Requirements: N/A
Data Classification: Level 3 - Restricted
Major Data Systems & Applications
System Name Warehouse Data Classification
VERA - Grants Snowflake Level 3 - Restricted
Additional Information:
Material Transfer Data

Includes data about agreements to share materials between institutions.
Data Steward: Jean Mercer
Regulatory Compliance Requirements: N/A
Data Classification: TBD
Major Data Systems & Applications
System Name Warehouse Data Classification
TBD

Additional Information:
Proposal Data

Includes data about the proposals that VU submits to request funds from external sponsors for sponsored programs activities. Example data elements include proposed dollars, budget period dates, proposal documents, and names of proposed key personnel.
Data Steward: Hilda McMackin
Regulatory Compliance Requirements: N/A
Data Classification: Level 3 - Restricted
Major Data Systems & Applications
System Name Warehouse Data Classification
VERA - Grants Snowflake Level 3 - Restricted
Additional Information:
Research Expenditures (post award)

Includes the budgets and expenditure data associated with sponsored projects that are used to track spending, request payment from sponsors, and issue financial progress reports.
Data Steward: Jana Blick
Regulatory Compliance Requirements: N/A
Data Classification: Level 3 - Restricted
Major Data Systems & Applications
System Name Warehouse Data Classification
Oracle Snowflake Level 3 - Restricted
Additional Information:
Agreement Data (pre-award)

Includes data about contractual agreements with other parties for sponsored research activities, both funded and unfunded. Example data elements include type of agreement, effective dates, and contract documents.
Data Steward: Hilda McMackin
Regulatory Compliance Requirements: N/A
Data Classification: Level 3 - Restricted
Major Data Systems & Applications
System Name Warehouse Data Classification
VERA - Agreements Snowflake Level 3 - Restricted
Additional Information:
IRB Studies

Includes data about the Human Subjects protocols that are submitted for ethical review to the VU Social Behavioral and Educational Research Institutional Review Board. Example data elements include study personnel, protocol documents, consent form documents, and recruitment materials.
Data Steward: Liane Moneta-Koehler
Regulatory Compliance Requirements: N/A
Data Classification: Level 3 - Restricted
Major Data Systems & Applications
System Name Warehouse Data Classification
VERA - IRB Snowflake Level 3 - Restricted
Additional Information:
Patents & Licensing (CTTC)

Includes the patent and licensing agreements that are negotiated to protect VU generated intellectual property.
Data Steward: Alan Bentley
Regulatory Compliance Requirements: N/A
Data Classification: TBD
Major Data Systems & Applications
System Name Warehouse Data Classification
TBD
Additional Information:
Internal Grants Programs

Includes data about the internal proposals that are submitted to the Office of the Vice Provost for Research and Innovation for internal funding programs (e.g. Scaling Success). Example data elements include name of investigator, proposed dollars, and research title.
Data Steward: Joanne Spitz
Regulatory Compliance Requirements: N/A
Data Classification: TBD
Major Data Systems & Applications
System Name Warehouse Data Classification
InfoReady
Additional Information:
Animal Studies

Includes data about the animal research protocols that are submitted for ethical review to Vanderbilt’s Institutional Animal Care and Use Committee. Example data elements include study personnel and study procedure information.
Data Steward: Jeanne Wallace - VUMC Animal Care and Use Program
Regulatory Compliance Requirements: N/A
Data Classification: TBD
Major Data Systems & Applications
System Name Warehouse Data Classification
Aries
Additional Information:
*Note that this system and data is maintained by VUMC.
Sponsors

Sponsors for sponsored research activities are maintained in Oracle.
Data Steward: Donna Huffman
Regulatory Compliance Requirements: N/A
Data Classification: Level 3 - Restricted
Major Data Systems & Applications
System Name Warehouse Data Classification
Oracle Snowflake Level 3 - Restricted
Additional Information:
**See Supplier Records in Finance Data Domain.
Regulatory Compliance (Export Control, Research Mgmt Plans)

Includes data about activities at VU that are subject to export compliance regulations. Example data elements include investigators research descriptions and security management plan documents.
Data Steward: Liane Moneta-Koehler
Regulatory Compliance Requirements: N/A
Data Classification: Level 3 - Restricted
Major Data Systems & Applications
System Name Warehouse Data Classification
TBD
Additional Information:

System Name	Warehouse	Data Classification
VERA - Grants	Snowflake	Level 3 - Restricted

System Name	Warehouse	Data Classification
VERA - Grants	Snowflake	Level 3 - Restricted

System Name	Warehouse	Data Classification
Oracle	Snowflake	Level 3 - Restricted

System Name	Warehouse	Data Classification
VERA - Agreements	Snowflake	Level 3 - Restricted

System Name	Warehouse	Data Classification
VERA - IRB	Snowflake	Level 3 - Restricted

System Name	Warehouse	Data Classification
TBD

System Name	Warehouse	Data Classification
InfoReady

System Name	Warehouse	Data Classification
Aries

System Name	Warehouse	Data Classification
Oracle	Snowflake	Level 3 - Restricted

System Name	Warehouse	Data Classification
TBD

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