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Guidelines for Data Reporting

In an effort to provide on-going integrity in reporting at the College, the Integrity in Reporting Committee has developed and endorsed the following process to be employed by all areas of the college in data collection and reporting (can be modified to fit a particular report or administrative unit):

  1. Relevant department possessing the data assesses legitimacy of need for / appropriateness of the request. This step is not necessary for self-generated reports or where a user already has authorization to access the data.
  2. Once legitimacy of the request need is determined, the appropriate data acquisition person / unit is contacted with a specific query and approval to run the data. Again, this step is not necessary for self-generated reports or where a user already has authorization to access the data.
  3. The acquirer of the data will source all data in terms of derivation (e.g. People Soft Records), the data run date, and person(s) conducting the data extraction.
  4. Data is delivered to end user with above citations as to derivation. Query used to extract the data is stored for future reference.
  5. End user uses data for intended purpose. Any calculations or tabulations will need to be cross checked by a second party and sourced as such prior to release or use for decision-making. This would result in two sets of sourcing on any document: 1) the data extraction process and 2) the calculation cross check. Use of relevant external reporting agency guidelines is recommended if relevant to a given report.
  6. The final document / report will need to be signed by the end user and their supervisor. The following language should appear before the two signatures, “By signing below, I certify that the foregoing is true and accurate to the best of my knowledge.  I also affirm that I have no reason to believe that anything contained in the foregoing text is inaccurate or based on any incorrect information.”
  7. If the data are reported externally, Integrity in Reporting Committee review will be required prior to release. Internal reports are not subject to Integrity in Reporting Committee approval, but proper sourcing (as explained above) is still required. Internal reports should be marked as “For Internal Use Only”.

These guidelines have been provided to all faculty, administrators, and managers in a supervisory role.

Also, these guidelines may be subject to revision pending the findings of the current audit and any further corrective actions.

If you have any questions, please contact your immediate supervisor.