Charter

Charge

Data Governance at the University of North Carolina at Greensboro (hereinafter “University” or “UNCG”) is charged with the ongoing development, management, and oversight of UNCG’s information assets. Data Governance is the practice of making strategic and effective decisions regarding UNCG’s institutional data. Institutional data is defined as data elements that are relevant to the operations, plans, or management of a UNCG academic, financial or administrative unit, or used in reporting, decision-making, or administrative processes. Institutional data refers to data generated to support the academic and administrative functions of the University, including data that falls under external laws or regulations (ex. FERPA, HIPAA, etc.) and may be created at UNCG or imported through various processes into University data systems. Institutional data is exclusive to data elements that are in the possession of the University and does not refer to data in transit to the institution, such as research data or purchased data not yet received. 

Data Governance members are responsible for implementing institutional best practices, standards, and policies to further the data strategy at UNCG. The data strategy is a comprehensive vision and road map for collecting, managing, sharing, and using institutional data. Best practices in data governance are designed to ensure accuracy, trustworthiness, consistency, usability, security, and accessibility of UNCG’s institutional data assets. 

Data Governance members are expected to understand and represent the needs of their direct constituents (workgroup, department, school, college, division) as they relate to the governance, collection, storage, access, and usage of institutional data. Their role mandates a personal charge to effectively participate in data governance initiatives that advance the overarching strategic priorities at the University and ensures that institutional technology resources are aligned with the best and highest usage for the campus at large.

Scope

Data Governance at UNCG is comprised of the following committees: Executive Steering, Data Trustees, and Data Stewards. Each of these committee roles has a vested interest in furthering the mission of Data Governance and supporting a university-wide culture toward effective data creation, storage, management, and usage. 

Data Governance members have the responsibility of managing UNCG data assets within their individual data domains (academic, enrollment, finance and administration, information technology services, human resources, and advancement) and more broadly across the University. Data Governance members are responsible for initiatives, issues, and escalations in an effort to promote data quality and integrity, appropriate and ethical use of data, compliance, and data literacy and awareness. 

Those in Data Governance work to ensure and support the effective management of data assets of the University by establishing policies, procedures, standards, advocating for appropriate resources, and guiding and monitoring data governance efforts. Data Governance members have accountability for establishing a framework and methods with clear responsibilities and processes to standardize, integrate, protect, and democratize institutional data. Data Governance focuses on optimizing institutional data quality and integrity by leading efforts to continuously improve institutional business processes and information. 

Data Governance Authority

Data Governance members form a decision-making body that provides oversight and management for all institutional data-related issues, implementing standardized coding schemas, data definitions, and policies regarding access and use of institutional data. Data Governance members are authorized to make campus-wide rules and key decisions regarding the treatment of institutional data and enforce the Data Governance and Data Quality Programs within their data domains. 

Decisions that may result in any one of the following conditions must be escalated to the Executive Steering Committee for a final decision: 

• Need for additional fiscal resources beyond existing budget to support implementation 
• Need for re-engineering of institutional business processes 
• Requirement for university policy changes 
• If a majority voting consensus cannot be reached among Data Governance members 

Roles and Responsibilities

The overarching responsibilities of Data Governance members include: 

• Develop and manage a comprehensive data strategy that consists of a vision and roadmap for collecting, managing, sharing, and using institutional data.
  • Work with stakeholders across campus to facilitate the development of functional requirements for data, reporting and analytics, and standardization of enterprise tools and training. 
  • Recommend business process revisions as appropriate to modernize outdated processes and align with current institutional data needs, integrate cross-divisional functions, enable measurable business outcomes, and ensure ongoing data quality.
  • Identify campus data sources and facilitate their incorporation into an Enterprise Data Model.
• Implement institutional data management best practices, standards, and policies to ensure the accuracy, consistency, trustworthiness, usability, security, and accessibility of UNCG’s data assets.
  • Develop, implement, continuously evaluate, and maintain institutional data management policies, standards, guidelines, and operating procedures.
  • Enhance institutional data with consistent definitions and classifications according to established data management standards and guidelines.
  • Identify, prioritize, track, and resolve critical data issues to minimize redundancy and errors.
  • Establish clear accountability for institutional data elements.
  • Assist in enforcing data quality and adherence to standards.
  • Coordinate compliance requirements related to laws and regulations that have information management implications and impart a duty upon the University.
  • Facilitate institution-wide communication and collaboration related to data coding, use, and policies.
• Provide leadership to the Academic Unit Liaisons to ensure the accuracy, consistency, trustworthiness, usability, security, and accessibility of UNCG’s curriculum-related data assets.
• Provide leadership for developing a holistic approach to building a campus culture of data literacy and analytics, including the development of recommendations for training, support, and data quality accountability measures.
• Make recommendations for modifying the Data Governance charge as needed to reflect campus and environmental changes.

The individual roles and responsibilities of those within the Data Governance, as defined in the Data Governance Structure Policy, are included below.

Data Sponsor

The Data Sponsor provides executive-level sponsorship and support of UNCG data governance activities. 

The Executive Steering Committee (ESC) serves as the current Data Sponsor for UNCG Data Governance. The Data Sponsor (i.e., the ESC) is trained, qualified, and responsible for supporting and sponsoring data governance initiatives. The Data Sponsor clears barriers to effective data governance and has a key role in communicating enterprise-wide initiatives to campus stakeholders. The Data Sponsor is regularly informed of data governance efforts and policy initiatives. Additionally, the Data Sponsor is responsible for securing funding for data governance activities and approving enterprise-level data governance policies. Data Sponsors understand the importance of sponsorship and support required for institutional data governance. Data Sponsors are accountable for governing institutional data in a safe and responsible manner.

Data Trustee

A Data Trustee is a senior University official (or their designee) who has planning and policy-level responsibilities for data within their functional areas and management responsibilities for defined segments of institutional data. 

Data Trustees are responsible for assigning Data Stewards, participating in establishing policies and standards, and promoting data resource management for the good of the University. A Data Trustee plans and sets data policy and responds to data access and policy or standards implementation issues. Data Trustees are also responsible for approving data classification levels, and data storage and handling at each classification level. 

Data Trustees (or Business Stewards) are responsible for planning and prioritizing data governance projects and initiatives. Data Trustees assign Data Stewards and communicate with Data Sponsors and Data Stewards. Data Trustees develop, approve, and support data policies and promote data resource management. Data Trustees are responsible for responding to access and policy implementation issues and outline training framework for Data Stewards and Users. Data Trustees may serve as consultants for Data Stewards and can implement data standards. 

Additionally, Data Trustees establish, review, and report on Key Performance Indicators (KPIs) aligned with the strategic plan. Data Trustees also approve data access requests for the University. Data Trustees are trained, qualified, and understand implications of planning and policy-level decisions related to data within their functional areas. Data Trustees are held accountable for working with institutional data in a safe and responsible manner.

Data Steward

A Data Steward is a University official with direct operational-level responsibility for information management. 

Data Stewards (Operational Data Stewards, Technical Stewards, or Data and Information Stewards) are responsible for operational-level metadata management and ensuring data quality. Data Stewards help build data literacy and have direct hands-on data responsibilities. Data Stewards handle data inquiries, train and onboard new staff, and elevate policy or standards changes to Data Trustees. Data Stewards are trained, qualified, and understand the implications of data management and quality across the institution. Data Stewards are held accountable for working with institutional data in a safe and responsible manner.

Data Custodian

Data Custodians include Technology Custodians and Governance Custodians. 

Technology Custodians: Information Technology Services (ITS) and distributed campus technology personnel serve as Data Custodians. Technology Custodians provide a secure infrastructure in support of the data, including, but not limited to, providing physical security, backup, and recovery processes, granting access privileges to system users with approvals as required by the Data Trustees (or their designees), and implementing and administering controls over the information. 

ITS and distributed technology personnel serve as Technology Custodians, and responsibilities include but are not limited to providing secure infrastructure, ensuring system availability and adequate response time, and granting access privileges to system users. Technology Custodians remove access as necessary in a timely manner, implement and administer controls over information, and participate in setting data governance priorities. Additionally, Technology Custodians are responsible for the review and audit of compliance to data classification policies, and data storage and handling requirements. 

Data Technology Custodians are trained, qualified, and understand the implications of managing data environments securely. It is important that ITS and distributed technology personnel work collaboratively to meet the data needs of the campus community. Data Governance Custodians are held accountable for working with institutional data in a safe and responsible manner. 

Governance Custodians: Governance Custodians are responsible for the execution and enforcement of policies and processes regarding the definition, production, and usage of data. Exercising authority and control, Governance Custodians are responsible for data quality and metadata management.

The Enterprise Data Governance (EDG) team serves as Governance Custodians. Governance Custodians exercise authority and control when enforcing policies, help set enterprise-level standards, manage data quality, and facilitate metadata management. Governance Custodians promote data governance, follow data governance best practices, and are institutional by nature. 

Data Governance Custodians are trained, qualified, and understand the implications of managing data governance and enforcing data governance policies and standards. Data Governance Custodians are held accountable for working with institutional data in a safe and responsible manner.

Decision-Making Responsibilities

The decision-making responsibilities of roles within Data Governance, as defined in the Data Governance Structure Policy, are included in the table below.

Data Governance Role	Decision-Making Responsibilities
Data Sponsor	• Strategic planning of data governance initiatives • Prioritization of data governance initiatives • Approval of major changes in Information Technology (IT) services • Data compliance decisions
Data Trustee	• Reviewing changes made by Data Stewards • Establishing and implementing standards • Developing and revising policies • Developing the data strategy to align with the University’s strategic plans • Developing KPIs • Approving data classification levels, and data storage and handling at each classification level
Data Steward	• Approving changes (reference (new codes) and master data changes) • Developing metadata terms and definitions • Setting data quality rules • Setting business data rules • Making changes to data processes
Data Custodian	Technology Custodians • ITS-related decisions • Architecture (HS/SW) and cloud decisions • Infrastructure, integration, and reporting decisions • Data access management • Review and audit of compliance to data classification policies, and data storage and handling requirements Governance Custodians • Data governance policies, processes, and frameworks • Metadata management and data quality management • Enforce data standards

Data Governance Structure

The figure below depicts the relational data governance structure, data governing body roles, and interactions.

Membership

The Data Governance chair is appointed by the ESC. Membership in Data Governance is based on an appointment by the ESC. Current members are: 

Data Trustees 

• Assistant Dean, University Libraries 
• Associate Vice Chancellor and Chief Human Resources Officer 
• Associate Vice Chancellor for Advancement Operations 
• Associate Vice Chancellor for Campus Enterprises and Real Estate 
• Associate Vice Chancellor for Facilities 
• Associate Vice Chancellor for Enrollment Management 
• Associate Vice Chancellor for Finance and Administration 
• Associate Vice Chancellor for Research and Engagement
• Associate Vice Chancellor for Student Affairs/Dean of Students
• Associate Vice Provost and Director of Assessment, Accreditation, and Academic Program Planning
• Associate Vice Provost, Faculty Personnel Services
• Associate Vice Provost for Student Success
• Chair/Past Chair of Faculty Senate
• Director, Institutional Research and Enterprise Data Management
• Director, ITS Data Infrastructure
• Director, ITS Integration, Workflow, and Automation
• Director, Undergraduate Admissions
• Dean, Graduate School
• Director of Financial Aid
• University Registrar
• University Security Officer

Data Stewards 

• Director, Advancement Systems, University Advancement
• Director, Assessment, Student Affairs 
• Director, Contracts and Grants, Finance 
• Director, Enrolled Student Services, Graduate School
• Director, Faculty Personnel Services, Provost’s Office
• Director, IT Tech Support, Graduate School
• Senior Associate Registrar, University Registrar’s Office
• Associate Director for IR & EDM, IREDM 
• Associate Director for Operations, Financial Aid 
• Associate Director for Planning and Budgeting, Finance 
• Associate Director for Technology & Operations, Undergraduate Admissions
• Assistant Controller, Finance 
• Assistant Dean, Advising & Student Success, Undergraduate Student Success
• Manager, Human Resources Information Systems, Human Resources
• Manager, Payroll Accounting, Finance
• Manager, Student Accounts, Finance
• Research Systems Manager, Research & Engagement
• Curriculum Analyst, Graduate School 
• Lead, International Student & Scholar Services, International Programs Center
• Business Architect, Enrollment and Student Success, Information Technology Services
• Business Architect, Finance & Administration, Information Technology Services

Additional appointees as designated by the ESC

Expectations

Those who agree to support Data Governance are expected to: 

• Review materials provided prior to each meeting and conduct additional inquiry or research, so they come to meetings prepared to discuss topics from an informed position. 
• Attend each of the regular meetings and any additional meetings that may be required. If a member is unable to attend a meeting, instead of sending a delegate in their place, they should work with the Data Governance chair to review the content of the meeting and provide their input to any decision made during the meeting. 
• Actively share information about Data Governance, including decisions made, questions considered, emerging issues, and opportunities for engagement and feedback with departments, schools, and divisions in a manner that ensures transparency and broad awareness. 
• Understand and represent the concerns of their respective departments and campus constituents regarding issues related to institutional data governance. 

Any Data Governance members who find they cannot meet these expectations should talk with the Data Governance chair about appointing a new representative. Additional information on Data Governance expectations can be found in the Data Governance Meeting Procedure.

Data Governance Procedures

• The Data Trustees and Data Stewards Committees will elect their respective Chairs, hereinafter referred to as “Data Governance Chair”, and serve an annual term before reelection.
• A Chair cannot be reelected within three years of a served term.
• Ex-officio members are non-voting members of the committee and cannot serve as Chair.
• The Data Governance Chair will establish procedures for communicating decisions and periodically reviewing and updating the Data Governance charge as needed.
• The Data Governance Co-Chair is responsible for capturing minutes and communicating meeting outcomes to all levels of Data Governance. The Enterprise Data Governance Manager will serve as the Co-Chair on an ongoing basis.
• Data Trustees and Data Stewards meet monthly throughout the calendar year.
• The Data Governance Chair and/or Co-Chair serve as liaisons to the Executive Steering Committee and is responsible for recording and communicating Data Governance decisions to campus.
• The Chair and/or Co-Chair will communicate bi-annually with the ESC.

Review

The ESC has approved this Charter for Data Governance. Data Governance members will review this charter annually. 

Contacts for Additional Information and Reporting 

Responsible Executive: Donna R. Heath, Vice Chancellor for Information Technology Services and Chief Information Officer (CIO), [email protected] 

Responsible Administrator: Alice Herring, Enterprise Data Governance Manager (EDGM), [email protected]