Student data encompasses institutional data related to students currently and previously enrolled at Vanderbilt University that supports and services the academic infrastructure throughout the student lifecycle. The data typically includes demographic details like student name, age, gender, contact information, and academic records and is essential for managing student enrollment, tracking academic progress, providing student support services, and generating reports for administrative and regulatory purposes.
The Student Data Domain is divided into Subdomains providing information on a more granular level.
Data Trustee: Doug Christiansen
Subdomains
Data Classification Rationale & Guidance for Student 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 | Student Financial Aid Data regulated under GLBA compliance requirements | Student Financial Aid Data regulated under GLBA compliance requirements |
| Level 3 - Restricted | Protected ID’s, private academic data, private personal data, private application data, application evaluation notes | Student & National Identification numbers, Date of Birth, Sex at Birth, Academic Data Details (transcripts, courses, grades, test scores), Supporting Application Details (Recommendations/Recommenders, essays, etc.), Application Evaluation and Decision Data |
| Level 2 - Institutional Use Only | Student non-sensitive directory information | Directory Information (name, address, email, phone) from individuals with an expressed interest in Vanderbilt and/or individuals in which Vanderbilt acquired their contact and interest information through various recruitment services. |
| Level 1 - Public | Aggregated Student Data (Applicants, Admits, GPA, Test Scores, etc.) and non-personally identifiable row level data | Examples of aggregate applicant data includes: Total applications, average test scores for admits/enrolling students, individual row level data that cannot identify an individual, etc. 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 Office.
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.
Data Access Request Processes & Forms
Use the links below to request access to specific Student reports and dashboards.
Oracle Analytics Cloud Reports
- Student Records Reports
- Undergraduate and/or Graduate & Professional Admissions Reports
- Student Financials Reports
Tableau Reports & Dashboards
- TBD
Minimum Training & Requirements to Request Access to Student Data
- FERPA Training
- Supervisor Approval
- URO Approval
Not sure how to start?
Reach out if you don’t know where to begin. The Office of Data and Strategic Analytics Partnering Team collaborate with leaders and serve as trusted advisers. Partners provide subject matter expertise and are available to assist with your data needs.