Data Categories

Data Trustees must consult with the Vice President for Legal Affairs and General Counsel prior to approving a law enforcement request to examine, share or distribute University data. Stewards and/or Custodians of University data must escalate and report any legal or law enforcement request made of them to their respective Data Trustee prior to fulfilling any such request.

University Data

This consists of all information related to the business of Bradley University that exists in electronic, digital, printed, or other forms. It includes but is not limited to text, graphics, video, audio, still images, databases, and spreadsheets.

Data Categories

  • are high-level classifications of University Data that require specific security or privacy considerations.
  • represent a collection of data sets with unique access requirements; e.g., specified users, job duties, scope.
  • should be granular enough to assign to a distinct university Data Trustee and Data Steward.
  • should be minimal; i.e. If related sets of data have the same Data Trustee, the same Data Steward, and the same access requirements, then they should be placed in the same data category.

Data Trustees

  • are members of the senior administration.
  • have oversight responsibility for the portion of data that is related to the university functions managed, administered or run by the units who report to the Data Trustee.
  • manage, protect, and ensure the integrity and usefulness of the data.
  • identify the sensitivity and criticality of data.
  • ensure appropriate business processes are in place.
  • designate Data Stewards.

Data Stewards

  • have primary responsibility for the accuracy, security, and privacy of a specific dataset. In some instances Data Stewards and Data Custodians may be the same individual.
  • are the dataset or subject matter expert.
  • implement data standards and monitor data quality.

Data Custodians

  • are responsible for managing the technology and security controls around the confidentiality, integrity, and availability of the data. In some instances Data Custodians and Data Stewards may be the same individual.
  • provide secure infrastructure and processes, including recoverability of data.
  • control access rights.
  • implement data policies.

Changes to this table

A request to change an entry in this table must be submitted in writing (email is acceptable) as follows:

  • A Data Category change must be requested by the designated Data Trustee or Data Steward.
  • A Data Trustee change will be handled by ?.
  • A Data Steward change must be requested by the designated Data Trustee.
  • A Data Custodian change must be requested by the designated Data Steward.
  • The request must be submitted to the Data Governance Committee.

Table of data categories, trustees, stewards, and custodians

Academic Affairs

Category Trustee Steward Custodian Retention Period Retention Standard Reference
Classroom Occupation & Utilization data Registrar Associate Registrar Information Technology, Illinois Record Keepers Until Academic Need Is Satisfied (UANS) FERPA
Classroom Recordings Provost and Senior Vice President for Academic Affairs Executive Director of Learning Design and Technology Panopto, Zoom?    
Continuing Education Provost and Senior Vice President for Academic Affairs Exec. Director of Continuing Education & Professional Development Events Air    
Continuing Education Unit (CEU) Operational Data Provost and Senior Vice President for Academic Affairs Exec. Director of Continuing Education & Professional Development Unit-specific    
Contracts and/or Grants: Pre-Award, Proposals & Submissions Associate Provost Director of Sponsored Programs Office of Sponsored Programs, Information Technology, Facilities    
Counseling Recordings for Classes Provost and Senior Vice President for Academic Affairs Online Program Director Zoom    
Event (Non-Conference) Data Provost and Senior Vice President for Academic Affairs Program Director, Continuing Education and Professional Development Events Air    
Event Management System (Class Scheduling) Registrar Office of the Registrar Information Technology Indefinite FERPA
External Surveys (e.g. U.S. News, Princeton Review) Provost and Senior Vice President for Academic Affairs Director of Institutional Effectiveness Office of Institutional Effectiveness, Enrollment Management, Student Affairs, Provost's Office    
Faculty Activity Report Provost and Senior Vice President for Academic Affairs Director of Institutional Effectiveness Office of Institutional Effectiveness, Information Technology, Illinois Record Keepers, Watermark    
Grant Application & Management Data Associate Provost Director of Sponsored Programs Office of Sponsored Programs, Information Technology    
GTS/Assistantship Data Associate Provost Director of Graduate Education Student Fees, HR, Payroll, Controller's Office Technolutions, Information Technology, Illinois Record Keepers    
HLC Assurance Argument Provost and Senior Vice President for Academic Affairs Director of Institutional Effectiveness (ALO) Evidence Coordinator, HLC    
IBHE/ILDS Enrollment and Graduation files Registrar Office of Institutional Effectiveness Analyst Office of Institutional Effectiveness, Information Technology, Illinois Record Keepers, IBHE Indefinite FERPA
International Employment Faculty VISA Files Provost and Senior Vice President for Academic Affairs Assistant to the Provost Human Resources, Director of Payroll Until faculty seperate from the University  
IPEDS - Academic Student Records Registrar Office of Institutional Effectiveness Analyst Office of Institutional Effectiveness, Information Technology, Illinois Record Keepers, IPEDS Indefinite FERPA
IPEDS Admissions Registrar Vice President of Enrollment Management Registrar's Office, Enrollment Management, IPEDS Indefinite FERPA
IPEDS Financial Registrar Controller Controller's Office, Registrar's Office, Information Technology, Illinois Record Keepers, IPEDS Indefinite FERPA
IPEDS Financial Assistance Registrar Director of Financial Assistance Registrar's Office, Financial Aid Office, IPEDS Indefinite FERPA
IPEDS HR Data Registrar Director of Human Resources (classified), Director of Institutional Effectiveness (exempt) Registrar's Office, Human Resources Office, Information Technology, Provost's Office, Illinois Record Keepers, IPEDS Indefinite FERPA
Math Placement Provost and Senior Vice President for Academic Affairs Director of the Math Success Center and Associate Provost Information technology, McGraw-Hill Education / ALEKS Indefinite FERPA
NSC Enrollment and Graduate files Registrar Office of Institutional Effectiveness Analyst Office of Institutional Effectiveness, Information Technology, Illinois Record Keepers, NSC, NSLDS Indefinite FERPA
Nursing Student Background Checks Provost and Senior Vice President for Academic Affairs Dean of the College of Education and Health Sciences Castle Branch, Shadow Health?    
Online Courses Provost and Senior Vice President for Academic Affairs Executive Director of Learning Design and Technology Information Technology, Illinois Record Keepers, Instructure, Longsight,    
Registration & Grade Data Registrar Registrar Information Technology, Illinois Record Keepers, Instructure, Longsight Indefinite FERPA
Research Data Associate Provost Director of Sponsored Programs Office of Sponsored Programs, contributing faculty    
Student Record Data Registrar Registrar Information Technology, Illinois Record Keepers Indefinite FERPA
Study Abroad Provost and Senior Vice President for Academic Affairs Director of International Programs and Associate Provost Information Technology, Illinois Record Keepers    
Teacher Ed Student Background Checks Provost and Senior Vice President for Academic Affairs College of Education and Health Sciences Assessment Coordinator College of Education and Health Sciences Assessment Coordinator    
University-wide Assessment Data Provost and Senior Vice President for Academic Affairs Director of Institutional Effectiveness Office of Institutional Effectiveness    

Advancement and Alumni

Category Trustee Steward Custodian Retention Period
Donor Records (Electronic) Vice President for Advancement Director, Advancement Data Management, Technology and Strategy Blackbaud, GiveCampus, Illinois Record Keepers, Information Technology  
Donor Records (Paper) Vice President for Advancement Staff – Advancement Case Files  
Donor Payments Vice President for Advancement Gift Records Coordinator Blackbaud, CyberSource, GiveCampus, HEP, Illinois Record Keepers, Information Technology, Match Finder  
Alumni Vice President for Advancement Executive Director,
Alumni Relations
Information Technology, Blackbaud,
Cvent, Illinois Record Keepers
 
Alumni (Smith Career Center) Vice President for Student Affairs Assistant VP / Executive Director,
Smith Career Center
Information Technology, GradLeaders,
Illinois Record Keepers
 

Bradley University Police

Category Trustee Steward Custodian Retention Period
Background Investigation Information (fingerprint results, etc.) AVP of Public Safety & Chief of Police Access Control Specialist Bradley University Police Department, Illinois State Police, TLOxp 3 years  
Blackboard (door access) AVP of Public Safety & Chief of Police Access Control Specialist Information Technology, Illinois Record Keepers Indefinite  
CAD/RMS AVP of Public Safety & Chief of Police Information Technology Software Architect Information Technology, Google, Illinois Record Keepers Indefinite  
Clery Act AVP of Public Safety & Chief of Police Clery Compliance Coordinator Information Technology, Illinois Record Keepers 7 years  
Dispatch Audio Recordings AVP of Public Safety & Chief of Police Access Control Specialist Information Technology, Illinois Record Keepers 30 days, except when kept as evidence  
Evidentiary Photos/Videos AVP of Public Safety & Chief of Police Captain, Bradley University Police Department Bradley University Police Department Indefinite  
In-car Video Recordings AVP of Public Safety & Chief of Police Access Control Specialist Bradley University Police Department, Information Technology, Illinois Record Keepers 1 year  
Police Reports AVP of Public Safety & Chief of Police Clery Compliance Coordinator Bradley University Police Department, Peoria Police Department Indefinite  
S2 (door access) AVP of Public Safety & Chief of Police Access Control Specialist Information Technology, Illinois Record Keepers, S2? Indefinite  
Security Cameras AVP of Public Safety & Chief of Police Access Control Specialist Information Technology, Illinois Record Keepers 30 days, except when kept as evidence  
TASER video recordings AVP of Public Safety & Chief of Police Access Control Specialist Bradley University Police Department 30 days, except when kept as evidence  

Enrollment Management

Category Trustee Steward Custodian Retention Period
Financial Aid Data Vice President for Enrollment Management Director of Financial Assistance Information Technology, Illinois Record Keepers,
LeapFILE
 
Undergraduate Admissions Database Vice President for Enrollment Management Director of Admissions Technology and Operations Technolutions, Information Technology,
Illinois Record Keepers
 
Student Loans Account Data Vice President for Enrollment Management Director of Financial Assistance Information Technology, Illinois Record Keepers,
UNISA
 
  Vice President for Enrollment Management   Farrell Day  

Facilities Management

Category Trustee Steward Custodian Retention Period
Chemical and hazardous material Director of Facilities Safety Supervisor    
Facility names and codes Director of Facilities General Services Supervisor Facilities Management, eventually Information Technology  

Financial Services

Category Trustee Steward Custodian Retention Period
Budget Senior Vice President and Chief Operating Officer Assistant Controller Information Technology, Illinois Record Keepers  
Employment Eligibility Verification Form (I-9) Senior Vice President and Chief Operating Officer Director of Payroll    
Financial systems data Senior Vice President and Chief Operating Officer   Information Technology, Illinois Record Keepers  
Foreign national employee taxation file - Windstar Senior Vice President and Chief Operating Officer Director of Payroll Information Technology, Illinois Record Keepers  
Kronos timekeeping system files Senior Vice President and Chief Operating Officer Director of Payroll ADP, Information Technology, Illinois Record Keepers  
Payroll file Senior Vice President and Chief Operating Officer Director of Payroll ADP, Information Technology, Illinois Record Keepers  
University ID photos Senior Vice President and Chief Operating Officer Director of Systems Integration Information Technology, Illinois Record Keepers  
Capital asset data Senior Vice President and Chief Operating Officer   Information Technology, Illinois Record Keepers  
Capital improvement data Senior Vice President and Chief Operating Officer Director of Facilities Information Technology, Illinois Record Keepers  
Student financial account data Senior Vice President and Chief Operating Officer Assistant Controller Information Technology, Illinois Record Keepers  
Student financial account data / QuickCard Senior Vice President and Chief Operating Officer Director of Systems Integration Information Technology, Illinois Record Keepers  
Vendor data Senior Vice President and Chief Operating Officer Assistant Controller Information Technology, Illinois Record Keepers  
Reallocations data Senior Vice President and Chief Operating Officer Assistant Controller Information Technology, Illinois Record Keepers  
Labor distribution data Senior Vice President and Chief Operating Officer Director of Payroll    
Fingerprint information for time clocks Senior Vice President and Chief Operating Officer Director of Payroll   3 years after last interaction

Human Resources

Category Trustee Steward Custodian Retention Period Retention Standard Reference
Background Checks Director of Human Resources Human Resources Adminstrator HireRight    
Benefits Director of Human Resources Benefits Administrator BCBS of Illinois, ADP, Illinois Record Keepers, Information Technology, Voya, TIAA, BPC, AGIS    
CDL Background Checks Director of Human Resources Supervisor of Facilities General Services HireRight, Assistant to the President    
Employee Grievance & Disciplinary Action Files Director of Human Resources Director of Human Resources ADP, Information Technology, Illinois Record Keepers, individual VPs    
Employment Eligibility Verification Form (I-9) Director of Human Resources Human Resource Administrator ADP, Illinois Record Keepers    
Fingerprints for Time Clocks Director of Human Resources Human Resource Administrator ADP Maximum of 3 years after last interaction BIPA
Human Resources Data Director of Human Resources Human Resources Adminstrator ADP, Information Technology, Illinois Record Keepers, Office of the Provost (faculty)    
Labor Distribution Data Director of Human Resources Human Resource Administrator ADP    
Required Training Data Director of Human Resources Human Resource Administrator United Educators, Blackboard, Instructure (Canvas), Information Technology, Illinois Record Keepers    

Information Technology

Category Trustee Steward Custodian Retention Period
Account Credentials (BUnetID usernames and passwords) Director of Information Security Security Engineer Google, Information Technology, Illinois Record Keepers, everyone 120 days after account is no longer needed
Account Information Director of Information Security Security Engineer Google, Information Technology, Illinois Record Keepers, Microsoft, everyone  
Backups Chief Information Officer Director of Infrastructure Information Technology, Illinois Record Keepers 1 year, except for litigation holds, 100 years for email archive
Computer Inventory Chief Information Officer Director of Endpoint and Client Services Information Technology, Illinois Record Keepers, Lansweeper  
Computer Process Trees Director of Information Security Security Engineer CrowdStrike, Information Technology 1 year
Encryption Keys Director of Information Security Security Engineer Information Technology, Illinois Record Keepers  
Phone Logs Chief Information Officer Director of Infrastructure Information Technology, Illinois Record Keepers  
Source code Chief Information Officer Director, Enterprise Systems Information Technology, Illinois Record Keepers  
Voice Over IP (VoIP) Chief Information Officer Director of Infrastructure Information Technology  

Intercollegiate Athletics

Category Trustee Steward Custodian Retention Period Retention Standard Reference
Athletics Vice President for Intercollegiate Athletics Director of Academics and Student Development Information Technology    
Auction Sales Vice President for Enrollment Management Director of Admissions Technology and Operations Technolutions, Information Technology,
Illinois Record Keepers
   
Camps Vice President for Intercollegiate Athletics Individual Coaches Individual coaches, Information Technology, Illinois Record Keepers User discretion "Standard" University Retention Period Definition; FTC Safeguard Rules
Credit card purchases / Donations Vice President for Intercollegiate Athletics Director of Braves Club Membership and Events Greater Giving, Information Technology, Illinois Record Keepers Indefinite  
EADA Vice President for Intercollegiate Athletics Sr. Associate Athletic Director, Controller NCAA FRS, Dept of Ed, Information Technology, Illinois Record Keepers Indefinite NCAA, Dept. of Education
Graduation Data/GRS/APR Vice President for Intercollegiate Athletics Assistant Registrar Sr. Assoc. Athletic Director for Compliance, NCAA/Dept of Ed, Information Technology, Illinois Record Keepers Indefinite FERPA
Hiring Processes Vice President for Intercollegiate Athletics Director of Human Resources, Athletics Adminstrative Assistant Paper Records    
Integrated Fan base Vice President for Intercollegiate Athletics Assoc. Athletic Director for Marketing and Ticketing Learfield IMG College    
Merchandise Sales / Credit card Vice President for Intercollegiate Athletics Sr. Associate Athletic Director / Assoc. Athletic Director for Marketing and Ticketing Square, Information Technology, Illinois Record Keepers    
NCAA Compliance Vice President for Intercollegiate Athletics Sr. Assoc. Athletic Director for Compliance Intercollegiate Athletics Director of Compliance, Paper Records, NCAA, Information Technology, Illinois Record Keepers 7-8 years required per NCAA NCAA
NCAA Demographic/Sport Sponsorship Vice President for Intercollegiate Athletics Sr. Assoc. Athletic Director for Compliance NCAA Indefinite NCAA
NCAA/Conference Survey/Shared Data Vice President for Intercollegiate Athletics Sr. Assoc. Athletic Director for Finance and Administration User discretion "Standard" University Retention Period Definition; FTC Safeguard Rules  
Out bound / Online ticket sales Vice President for Intercollegiate Athletics Assoc. Athletic Director for Marketing and Ticketing Aspire    
Raffles Vice President for Intercollegiate Athletics Director of Braves Club Membership and Events Ascend (50/50 Central), Information Technology, Illinois Record Keepers    
S-A Academic Tracking Vice President for Intercollegiate Athletics Sr. Assoc. Athletic Director for Academic and Student Welfare, Sr. Assoc. Athletic Director for Compliance Paper Records, Google 6-8 years  
S-A Injury Tracking Vice President for Intercollegiate Athletics Athletic Trainer ATS, paper, Insurance Providers    
S-A Records Vice President for Intercollegiate Athletics Sr. Assoc. Athletic Director for Academic and Student Welfare Paper Records 6-8 years  
Student Drug Testing Vice President for Intercollegiate Athletics Athletic Trainer Drug Free Sport, possibly on Colston computer    
Student-Athlete COVID Testing Vice President for Intercollegiate Athletics Sr. Assoc. Athletic Director for Academic and Student Welfare, Athletic Trainer Google Drive, Reditus Labs (Pekin)    
Ticket Sales / Donations Vice President for Intercollegiate Athletics Assoc. Athletic Director for Marketing and Ticketing Ticketmaster Archtics, Information Technology, Illinois Record Keepers    
Volunteers Vice President for Intercollegiate Athletics Sr. Assoc. Athletic Director for Finance and Administration, Sr. Assoc. Athletic Director for Communications Sr. Assoc. Athletic Director for Finance and Administration for paper, Information Technology, Illinois Record Keepers for Advance, Blackbaud for Raiser's Edge Indefinite  

Legal Affairs

Category Trustee Steward Custodian Retention Period
Background Checks Vice President for Legal Affairs and General Counsel Director of Human Resources HireRight  
Benefits Vice President for Legal Affairs and General Counsel Benefits Administrator BCBS of Illinois, Greatland,
Information Technology, Illinois Record Keepers,
Voya, TIAA,
BPC, AGIS
 
CDL Background Checks Vice President for Legal Affairs and General Counsel Executive Administrative Assistant Executive Administrative Assistant, HireRight  
Consents Vice President for Legal Affairs and General Counsel   Illinois Record Keepers, Information Technology  
Employee Grievance and Disciplinary Action Files Vice President for Legal Affairs and General Counsel Director of Human Resources Illinois Record Keepers, individual VPs, Information Technology  
Human Resources Data Vice President for Legal Affairs and General Counsel Director of Human Resources Automatic Data Processing, Illinois Record Keepers, Information Technology  
Required Training Data Vice President for Legal Affairs and General Counsel Director of Human Resources United Educators, Blackboard,
Information Technology, Illinois Record Keepers
 
Subpeonas Vice President for Legal Affairs and General Counsel      

Student Affairs

Category Trustee Steward Custodian Retention Period
Career Search data Vice President for Student Affairs Exec. Director, Smith Career Center 12Twenty    
Conference data Vice President for Student Affairs Exec. Director of Student Involvement Illinois Record Keepers, Information Technology    
COVID-19 Health data Vice President for Student Affairs Medical Director, Health Services Qualtrics    
Event Management System (Student Events) Vice President for Student Affairs Director, Student Activities Information Technology    
Housing data (apartments) Vice President for Student Affairs General Manager, Off-Campus Properties Illinois Record Keepers, Information Technology    
Housing data (residence halls) Vice President for Student Affairs Exec. Director, Residential Living and Student Conduct Director of Admissions Technology & Operations, Illinois Record Keepers, Information Technology, StarRez    
Intramurals Vice President for Student Affairs / Registrar Asst. Director of Programs, Campus Recreation and Athletic Facilties IMLeagues    
Markin Center Member data Vice President for Student Affairs Director of Campus Recreation and Athletic Facilties Information Technology    
SEVIS Exec. Director, Student Support Services Administrative Support, Center for Research and Service Department of Homeland Security    
Student career data Vice President for Student Affairs Exec. Director, Smith Career Center GradLeaders, Handshake, Information Technology, Illinois Record Keepers    
Student counseling record Vice President for Student Affairs Medical Director, Health Services Illinois Record Keepers, Information Technology    
Student Engagement data Vice President for Student Affairs Director of Academic Success Center EAB    
Student judicial data Vice President for Student Affairs Exec. Director, Residential Living and Student Conduct Illinois Record Keepers, Information Technology    
Student medical record, Student Health Services patient record Vice President for Student Affairs Medical Director, Health Services Illinois Record Keepers, Information Technology    
Student organization management data Vice President for Student Affairs Director of Student Activities Presence, Information Technology, Illinois Record Keepers