Institutional Research & Effectiveness

Data Governance Committee Charter

This charter shall constitute the structure, operation, membership and responsibilities of the Data Governance Committee.

Purpose of the Data Governance Committee

• Identify, establish and oversee the strategy, objectives and policies intended to ensure the quality of critical data, focusing primarily on those data used for compliance reporting to external agencies
• Align the college’s data management practices and usage policies to allow for two-way data and information flow across systems and offices, departments and divisions
• Align external compliance reporting instructions, data definitions, and requirements to the data entry, aggregation, and coding of the college’s data
• Establish and maintain a data definition dictionary and coding standards for the college’s critical external compliance and internal operations reporting requirements and use by Webi super-users
• Identify, establish and oversee processes for data corrections at the data-entry level and back-ground data that are based on established data definitions and standards
• Define, develop and document data metrics, and changes to the metrics, used in external and internal reporting, e.g., Balanced Scorecard, Achieving the Dream, Voluntary Framework for Accountability, BCH reports, persistence/retention reports, etc.

Decision-Making Context and Scope of the Committee

1. The Data Governance Committee provides decision making authority in the determination of appropriate data codes, data types, input and extract processes, definitions and counsel to the super users group regarding the appropriate use of those data.
2. The President maintains final decision-making authority for operational matters for this committee

Identification of Key Customers/Stakeholders and Their Requirements

Defined Goals, Monitoring, Reporting and Accountability of the Committee

The Data Governance Committee will produce an annual project plan based on the input methods from the Key Customers/Stakeholders.  The committee will establish baseline and data improvement measures to document the improvement of data quality using a data maturity model. The Committee is accountable for routine reporting of data quality improvements to the Leadership Council, Strategic Planning Council, Academic Council, Administrative Council, Workforce Focus Committee, and Customer Focus Committee in order to maintain this charter.

Membership

1. Employees become members of the Data Governance Committee through invitation and appointment by the President’s Office.
2. Membership shall be based on the College’s primary data entry point offices, Webi super-user trainees, and external and internal reporting specialists; and shall include experts in student, employee, financial, alumni, vendor, and operational data and the technology managing those data and ;
3. Membership shall include
   1. Standing members – Appointed as a job function
   2. Term-limited members – Appointed to fill a defined period
   3. Ex-officio/Ad-Hoc members – Appointed to fill a process or input specific function

Roles and Responsibilities

1. Chairperson – Prepares the agenda, runs the meeting and maintains order; serves as the point of contact for the committee; is accountable for making representing the committee and making reports on behalf of the committee. Works to achieve effective group process including participation and engagement and effective/objective decision making and problem solving. The Chairperson is a voting member of the committee.
2. Scribe – The scribe is a neutral supporter of the committee. The scribe shall capture discussions, problem solving and planning of the committee in an unbiased manner. Prepares minutes following each meeting and circulates past meeting minutes and current meeting agendas in advance of each meeting.  The scribe is not a voting member of the committee.
3. Data authority expert –Serves as an invited guest and data expert to the committee; facilitates special topic discussions, problem solving and guides the Data Governance Committee’s decision making on a particular set of data. The Data authority expert is not a regular member of the committee and is not a voting member of the committee.
4. Member – An appointed participant of the committee selected based on content/process expertise/interest or customer/supplier representation. Members are expected to be fully engaged participants of planning, problem solving, decision making, and voting.

Meetings

1. Regular Meetings – Meetings shall be scheduled on a routine sufficient to complete the work of the Committee. Meetings will be held semimonthly as needed.
2. Special Meetings – Special meetings may be called at the discretion of the Chairperson, or at the request of the President.
3. Attendance at Meetings – Regular attendance is an expectation of membership. Significant absences (3 meetings in a calendar year) may result in evaluation of the appointment and loss of membership.
4. Minutes of proceedings – Minutes shall be maintained, for each meeting, by the scribe. They will be distributed to the committee and Leadership Council within one week of the meeting and at least two weeks in advance of the next scheduled meeting.  Minutes will be reviewed for accuracy and completeness as a part of the regular order of business.  Corrections will be noted in the minutes for the meeting in which they are reviewed.

Data Governance Reports

• June 2018