Data Systems and Use Agreement

APPLICABLE SYSTEMS

This agreement applies to the Collin College ZogoTech Data warehouse & Business Intelligence System and all data/reports contained therein.

RESPONSIBLITY

It is your responsibility to comply with each of the following provisions

• Maintain data confidentiality without exception.
• Never use portable storage devices to store or transfer student data.
• Immediately notify the Collin College Registrar's Office should you become aware that a breach of confidentiality has occurred.

ACCESS INFORMATION

All users are required to adhere to the “Appropriate Use of Technological and Information Resources” established by the college. Access to data through the ZogoTech system is for department and college use only and is intended for internal-use only. Users accessing the system will be required to comply with the specified conditions of use as defined by department and college policies and procedures. All users are responsible for maintaining both the security of their workstation and the confidentiality of student records. Data Warehouse support will enable access based upon established guidelines. Access to the system will be terminated based upon (a) separation from the institution, (b) change in job responsibilities, or (c) request from college officials. Data Warehouse support will affirm access with department heads as still appropriate to meet business needs each academic year.

FERPA

By accessing the Collin College ZogoTech Data Warehouse & Business Intelligence System, you acknowledge that you are aware of the Family Education Rights and Privacy Act (FERPA), and Collin College rules and regulations that govern the conduct of college employees and other officials with access to student and institutional data. For further information on FERPA, see https://www.collin.edu/hr/profdev/ferpa.html. 

DATA & STUDENT PRIVACY

ZogoTech holds various data sets of information, including information copied from the Banner Student Information System. This data is refreshed each evening around 10:30pm. Thus, the data contained within ZogoTech should never be more than 24 hours old. Because ZogoTech is not live data, it may still be access, even when the Banner system is inaccessible.

Please remember that all student data is covered under the College’s privacy policy and FERPA. Student data may not be queried and disclosed/released to any third party.

You may not disclose any student data to a third party outside of Collin College. Disclosure means “to permit access to or the release, transfer, or other communication of personally identifiable information contained in education records by any means, including oral, written, or electronic means, to any party except the party that created the record.

• All external requests public information should be submitted to the Public Relations Department according to the instructions at https://www.collin.edu/aboutus/publicInfoRequest.html.
• Data cannot be used as feeder files to other applications without prior authorization from the Director of Business Intelligence & Data Warehousing.

Access to the ZogoTech Data Warehouse must be protected from unauthorized use. Access to institutional data for academic research and inquire may be approved subject to privacy rules and regulations, and appropriate institutional review. 

TRANSACTIONAL vs. OFFICIAL/CERTIFIED DATA

ZogoTech holds transactional data that is refreshed on a daily basis. This data is not considered official nor certified. Departments should not use the ZogoTech system to report official enrollment. If any user needs official and/or certified data, they must make a request to the Institutional Research Office. The Institutional Research Office is responsible for providing official college data to external agencies. The data contained within ZogoTech may match any certified data that the college reports to the Texas Higher Education Coordinating Board (THECB), the Integrated Postsecondary Data System (IPEDS), nor any other official association. These agencies have various reporting definitions that may not match the data stored in the Banner system, and thus may not match the data stored in the ZogoTech system..

MORE INFORMATION

If, at any time, you need additional information concerning the data contained within the ZogoTech systems of if you have any questions concerning the use of the system, please contact the Director of Business Intelligence & Data Warehousing at:

• Email: datawarehouse@collin.edu
• Phone: 972-599-3138