Data Governance Committee (DGC)Meeting Notes

date5/25/2017

WebEx; 10:30am to 12:00pm

*Highlighted = attended

Co-chairs
*Susan Maxwell
Clark College / *Carmen McKenzie
SBCTC
Business Affairs Commission (BAC)
*Terence Hsiao
Cascadia Community College / *Linda Schoonmaker
Big Bend Community College
Human Resources & Management Commission (HRMC)
*Holly Gorski
Pierce College / *Marshall Sampson
Green River Community College
Information Technology Commission (ITC)
*Brandon Ray
Lower Columbia College / *Eva Smith
Edmonds Community College
Instruction Commission (IC)
*John Martens
Centralia College / *Tod Treat
Tacoma
Public Information Commission (PIC)
*Katie Rose
SBCTC / *Janelle Runyon
SBCTC
Research and Planning Commission (RPC)
*Joe Duggan
Edmonds Community College / Hal Royaltey
Peninsula
Student Services Commission (WSSSC)
*Dave Paul
Skagit Valley / Ruby Hayden

Next Meeting:

June 8th, 201710:30am - noon via phone will be the next phone conference.

Meeting Notes:

Agenda

  • Discuss feedback related to the Course Attribute management proposal.
  • Discuss searchable attributes, globally defined only?
  • Status of WebEx recording
  • Marshall/Holly: Discuss status of Leave Absence Reasons code standardization
  • Eva/Brandon: ITC’s Data and Integration Guiding Principles for Golden Gate draft document
  • Expand our committee charter to include security?
  • Prior Learning Assessment coding/transcripting modifications from JTC
  • Data Quality program next steps
  • Data Quality Standards document
  • Defining program outcomes
  • Terrence’s request to standardize how to handle students and staff with multiple names
  • Are we going to take the summer off?
  • Championing local data governance programs, how to proceed?
  • Building Bridges 2018, do we want to do a track on Data Governance and Data Quality?
  • How to connect the DGC to the local programs?
  • How to connect DGC to the Query Governance workgroup?
  • Charter update, should we form a workgroup?

Notes

  • Discuss feedback related to the Course Attribute management proposal.
  • Discuss searchable attributes, globally defined only?
  • College name would be a “course attribute” for students to choose
  • Then students would choose the “attribute value” from the college list
  • ALL colleges (which were searchable) would be viewable to students
  • Status of WebEx recording – available if needed.
  • We will continue the discussion and Carmen will go to IC, SS this summer
  • PIC ok. RPC & ITC has seen this.
  • People would like a recording to see what the issue is – Carmen will record again
  • Are we going to take the summer off?
  • No one was opposed to scheduling meetings. June 8th is next meeting
  • Marshall/Holly: Discuss status of Leave Absence Reasons code standardization
  • Marshall sent to HRMC. People reviewed the list. Harder for those not involved in ctcLink to see and understand the issue. People added to the list and want lots of options. Recommend to not change any reasons at this time. Discussed the CBP workshops as a better place to have this discussion, and there is an Absence Management workshop.
  • Susan will be the liaison to the CBP group to ensure that any coding issues are discussed. We would like to put together a document that explains Data Governance and coding.
  • Tacoma ticket – HRMC discussed and determined that no changes should be made until CBP workshop.
  • Eva/Brandon: ITC’s Data and Integration Guiding Principles for Golden Gate draft document
  • Expand our committee charter to include security?
  • Eva discussed the document and discussions.
  • What are some guiding principles for data replication, connection, access
  • Need for local data governance – should DGC be spearheading this?
  • Maybe some training / retreat to do work
  • Extract data to local side. Then you can extract to a second location and transform as needed. 3rd party should be connected to your local database, not the Golden Gate.
  • Terence: I think providing read-only access to underlying staging area tables would be beneficial for senior IR analysts (they currently have this kind of access to the legacy staging area tables). The nature of their work often leads to pulling data in new ways from underlying tables and investigating novel questions that involve tables that they haven’t used before; limiting them to a set of pre-existing views or sprocs would be too restrictive, in my opinion.
  • Can DGC put together some information about policies and laws around data. Out own Guiding Principles of access to data.
  • Could we look into FERPA or HIPAA training, notice of non disclosures. Many people liked this idea.
  • This is in alignment with our principles and we are supportive of this document. No one on the call had any objections to supporting the document.
  • Prior Learning Assessment coding/transcripting modifications from JTC
  • Workgroup a few years ago. Approved. WACTC Ed did not want prior learning to be called out differently on transcripts. JTC and ICRC – universities want to know that it is prior learning. All prior learning assessment credits will show that way on transcripts
  • Academic credit for prior learning – this is the new name
  • Noted on transcript
  • Draft document will come back to RPC for review. Not really up for discussion – just need to review the documentation.

Do not get to:

  • Data Quality program next steps
  • Data Quality Standards document
  • Defining program outcomes
  • Terrence’s request to standardize how to handle students and staff with multiple names
  • Championing local data governance programs, how to proceed?
  • Building Bridges 2018, do we want to do a track on Data Governance and Data Quality?
  • How to connect the DGC to the local programs?
  • How to connect DGC to the Query Governance workgroup?
  • Charter update, should we form a workgroup?

Data Governors to do:

Carmen and Susan will draft a document to send to CBP and cc WACTC-Tech.

Carmen send Prior Learning Assessment document.

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