2024-12-04: Student Data Expansion Announcement

Subject: Access Enhancements to the Student Data Warehouse

Dear University Data Warehouse Users,

Pitt Information Technology is committed to providing expanded and appropriate access to University data. As part of these efforts, Pitt IT and the Office of the Provost are taking steps to enable academic units to view information about all students taking classes in their areas, even if those students are enrolled in other schools.

In the current Student Data Warehouse environment, analysts within academic units see only limited data about students enrolled in other schools. We plan to adjust the current row-level access model to operate exclusively at the campus level, which will grant users access to additional rows of student data. This broadens the scope of information available for analysis and decision-making.

This broader access model has already been adopted successfully in the University’s Pathways Student Success platform and is used widely at peer institutions, such as The Ohio State University. In addition, this change reduces operational costs by decreasing the administrative effort required to manage a more restrictive data access model. 

Keeping Data Safe

Existing column-level access will remain unchanged. Protected categories of columns – like those for financial aid and social security numbers – will continue to require approval from University data stewards via the Federated Authorization process. As always, users are expected to utilize the data solely for official University business in accordance with University policies.

Policies Related to Student Data Use

·        AC 04 FERPA: Access to and Release of Education Records

·        AO 35 University Administrative Computer Data Security and Privacy

·        AO 11 Computer Data Administration

In addition, the Office of Compliance, Investigation and Ethics will be providing online FERPA training beginning early in 2025.

Next Steps and Support

Expanded access begins on Wednesday, Dec. 4, through the Analytics Modernization Student Tableau Tools. Subsequent phases will integrate these changes into our broader Data Warehouse offerings.

Pitt IT will host an information session on Tuesday, Dec. 10, at 1 p.m. to demonstrate analytics resources and answer any questions you may have regarding the access control changes. We invite you to join us using the link below:

·        https://pitt.zoom.us/j/99936016225

Should you have any immediate questions or concerns, please submit a request to the Technology Help Desk or call +1-412-624-HELP (4357).

Sincerely,

Joseph J. McCarthy
Provost and Senior Vice Chancellor

Mark D. Henderson
Vice Chancellor and Chief Information Officer

Subject: Expanded Student Data Access in Tableau

Dear Student Data User,

Provost Joe McCarthy and CIO Mark Henderson recently announced the expansion of student data access for authorized users at Pitt. Below, you’ll find resources and important information to help you get started with this new access within the updated student tools in Tableau.

How Does This Affect You?
Expanded Access and Responsibility: The student access update grants authorized users access to additional rows of student data, enhancing the scope of information available for analysis and decision-making. Users are expected to use this data strictly for official university business, following all applicable university policies.

Column-Level Access: Existing column-level restrictions remain unchanged. Certain sensitive data categories—such as financial aid and social security information—will continue to require federated authorization and approval from university data stewards.

Phased Implementation: Expanded access is currently available only in the Tableau tools listed below. Cognos reports and queries in the University Data Warehouse will continue to operate under the legacy security model. New student data requests will be processed under the updated campus-based model.

How Can I Use This Access?
The following analytics tools in Tableau now reflect the expanded student data access model:

• Active Student

• Student Enrollment

• Graduation

• Class Enrollment and Grades (available now!)

How Can I Find Out More or Get Assistance?
Join us on December 10 at 1:00 p.m. for an information session where we’ll demonstrate the new tools and provide additional details about the student data access update. Access the session here: https://pitt.zoom.us/j/99936016225.

Additional Resources
Below are links to more information:

• Frequently Asked Questions

• Transitioning to Cognos (Dashboards and Data Sources)

• Tableau Dashboard Catalog

• Tableau Training and Resources

Best regards,
Pitt IT Analytics