Roles and Responsibilities

Data Trustees

A Data Trustee is responsible for the subset of System or Institution Data to which they have been assigned oversight

  • These individuals have compliance responsibility for their designated data set(s);
  • They appoint and maintain accountability for one or more Data Stewards for their designated data set(s);
  • Trustees ensure Data Stewards are appropriately trained for their roles;
  • They support the objectives and operation of the CSU System Data Governance Program;
  • They promptly review and approve/deny Data access requests forwarded by their Data Stewards

Data Stewards

Data Stewards are designated by and accountable to Data Trustees. Data Stewards are responsible for working collaboratively together in operational tasks and as defined in the Data Governance Program, to promote a culture that embraces the responsible use and handling of System or Institution Data throughout its lifecycle. The Data Steward must attend required training appropriate to their designated data set(s) before being authorized to function as a Data Steward and participate regularly in management of and coordination and communication with their Data Users.

  • Data Stewards are responsible for the appropriate classification of the Data within their designated Institution data set(s);
  • They share knowledge of appropriate Data use, Data quality, and management procedures;
  • They communicate process or definitional changes that may affect systems or analytics relating to specific Data elements;
  • These individuals maintain oversight of the Data Users under their authority by understanding their business needs for Data access, promptly reviewing and approving or denying requests for Data access from potential Data Users, and informing Data Trustees when responsibilities or job duties have changed such that a Data User’s access to System or Institution Data should be revoked. They will maintain a current list of Data Users under their authority that will include data access and revocation dates.
  • Data Stewards ensure Data Users have the knowledge, expertise, and ability to access, manipulate, and generate high-quality reports from System or Institution Data. This includes oversight of training materials, processes, and completion for their designated Institution data set(s)

Data Users

Data users are students, faculty, staff, contractors, consultants, affiliates, and any others granted use of Information Technology Resources or Data at the System or any of its institutions. They are granted permission to access Data by their Data Steward, as approved by the appropriate Data Trustee(s).

Users must:

  • Complete training on the appropriate definition, access, storage and use of data sets and centrally managed enterprise reporting tool(s).
  • Adhere to the Principle of Limited Privilege accessing only the minimum amount of Data required to perform their business functions.
  • Access Data only in their conduct of official System or Institution business, and in ways consistent with furthering the System or Institution mission of education, research, and public service.
  • Preserve the confidentiality and privacy of individuals whose records they may access.
  • Observe any ethical restrictions that apply to the data to which they have access.
  • Abide by applicable laws, regulations, standards, and policies regarding access, use, disclosure, retention, and/or disposal of information.

Data Users must NOT:

  • Disclose data to others except as required by their job responsibilities and approved by their Data Steward.
  • Use data for their own or others’ personal gain or profit
  • Access data to satisfy personal curiosity
  • Store data in any manner that violates existing university policies
  • Share passwords to access data.