Data Domain Scope and Subdomains
The Enrollment Management data domain encompasses all institutional data that supports and services for the academic infrastructure throughout the student lifecycle.
Subdomains include:
- Admissions data includes data resulting from the application process for students or pre-students (Applicants, Admits, GPA, Test Scores, etc.)
- Financial Aid includes data used for the purpose of awarding need-based financial aid or for the purpose of institutional compliance.
- Student Record encompasses data that directly related to a UW-Madison student including Campus ID, Course grades, GPA, course enrollments, student identification numbers, and demographic and contact information such as address, gender, legal name, etc.
Data Trustee
Data Trustees are university officials with authority over institutional data, as designated by Data Governance Council. Data trustees are accountable for managing, protecting, and ensuring the integrity and usefulness of institutional data and for upholding UW-Madison policies, UW System policies, state laws, and federal laws applicable to the institutional data.
Institutional Data Stewards
Institutional data stewards, who are assigned by and accountable to Data Trustees, help define, implement, and enforce data management policies and procedures within their specific data domain. Institutional data stewards have delegated responsibility for all aspects of how data is acquired, used, stored, and protected throughout its entire lifecycle from acquisition through disposition.
Major Data Systems
UW System Administrative Procedure 1031.A requires Institutional Data Stewards to identify and classify the major systems where data from their data domain resides. The name and classification of the major systems where Enrollment Management data resides are:
| Major System | Classification |
| Student Information Systems (SIS) – Admissions, Financial Aid, Student Record | Restricted |
| DARS – Student Record | Restricted |
| Canvas – Student Record | Restricted |
| OneBadger/Salesforce – Student Record | Restricted |
| CAOS | Restricted |
Data Classification Rationale
UW System Administrative Policy 1031 and UW-Madison policy UW-504 require that data be classified according to its risk. Within the Enrollment Management data domain, the classification rationale is:
Admissions Data
| Classification | Classification Rationale | Admissions Stage | Example(s) |
| Restricted | Protected ID’s, private academic data, private personal data, private application data, application evaluation notes | All Stages | 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 Decisioning Data |
| Internal | Directory information from these stages could be used by competitors making this data sensitive and aggregate pre-applicant data could be used by competitors to view details of our recruiting plans | Pre-applicant | Directory Information (name, address, email, phone) from individuals with an expressed interest in UW-Madison and/or individuals in which UW-Madison acquired their contact and interest information through various search services. |
| Internal | Directory information from these stages could be used by competitors making this data sensitive. Aggregate applicant data is not included in this classification. | Applicant (active, admit, deny, cancel) | Directory Information (name, address, email, phone) |
| Public | Directory information for those without a non-disclosure request. | Applicant – Intending to Enroll | Directory Information (name, address, email, phone) |
| Public | Aggregated Applicant Data (Applicants, Admits, GPA, Test Scores, etc.) and non-personally identifiable row level data for all applicant stages. | All Applicant Stages | 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. |
Financial Aid Data
| Classification | Classification Rationale | Example(s) |
| Restricted | Identifiable Student Financial Aid data are classified as Restricted. | Need, Need-Not-Met-By-Gift-Aid (NNMBGA), Expected Family Contribution (EFC), Pell Eligibility Status, Student Houshold AGI, Student Houshold Receiving Public Assistance, Participation in Financial Aid Programs. |
| Sensitive | Not applicable to Student Financial Aid data. | None. |
| Internal | Identifiable Student Financial Aid data are classified as Internal if the data is to be used for the purpose of awarding need-based financial aid, or for the purpose of institutional compliance. | Need, Need-Not-Met-By-Gift-Aid (NNMBGA), Expected Family Contribution (EFC), Pell Eligibility Status. |
| Public | Aggregated Student Financial Aid data are classified as Public. | Average Debt of Graduating Students, Retention/Graduation Rates of Financial Aid Program Recipients, % of Students Receiving Need-Based Aid, Average Household AGI for Financial Aid Applicants. |
Student Record Data
| Classification | Classification Rationale | Example(s) |
| Restricted | FERPA — the Family Educational Rights and Privacy Act of 1974, as amended — is a federal law that governs the privacy of student education records, access to those records, and disclosure of information from them. Under FERPA regulations, identifiable student record data are classified by UW-Madison as Restricted. The only exception to this rule is student data that UW-Madison has defined as “Directory Information” under FERPA. | Campus ID, Course grades, GPA, course enrollments, student identification numbers, gender, legal name, etc. Aggregated data must also be considered restricted in circumstances where one or more students possess a unique or uncommon characteristic (or a combination of characteristics) that would allow them to be identified in the data table (this commonly occurs when ethnic characteristics are included in aggregations), or where some easily observable characteristic corresponds to an unrelated category in the data table. This is sometimes referred to as “small cell identification”. |
| Sensitive | Not applicable to Student Record data. | None. |
| Internal | Identifiable Student Record data are classified as Internal if the data expose FERPA-defined “Directory Information” only and students with FERPA holds are not included in the population. | Directory Information is: preferred name; address (home and mailing); telephone number; email address; major field(s) of study; degree sought; school/college; enrollment status; student type (career); academic level; full-time/part-time status; credit load; credits earned toward degree; expected graduation date/term; intent to participate in commencement; degrees, honors, and awards received (type and date); previously attended educational institutions; participation in official athletics; height and weight of athletes. |
| Public | Aggregated Student Record data are classified as Public. Identifiable Student Record data are classified as Public if the data expose FERPA-defined “Directory Information” only and students with FERPA holds are excluded from population. | Directory Information is: preferred name; address (home and mailing); telephone number; email address; major field(s) of study; degree sought; school/college; enrollment status; student type (career); academic level; full-time/part-time status; credit load; credits earned toward degree; expected graduation date/term; intent to participate in commencement; degrees, honors, and awards received (type and date); previously attended educational institutions; participation in official athletics; height and weight of athletes. |
Additional Information
Registrar’s Office is the official home for all student records