Data Security

Security using OSU Data Tools

About

Institutional Data Security at OSU

OSU employees need and rely on institutional data to do their work and make informed decisions. Many of these data, including Human Resource, Student, and Financial Records, contain sensitive or confidential information. Federal law and OSU policy provide specific guidance for securing and protecting institutional data and records.

To assist with the regulation and protection of institutional data, OSU employs role-based security permissions for all central reporting systems including CORE, GRS, and OSUF. This means that all OSU employees have access to these systems and specific reports and dashboards within based on their employment classification and job profile.

How can I share and store sensitive data?

YES	NO
Banner	Drupal
Box (OSU)	Any email (subject line)
Canvas	AWS Infrastructure (requires approval)
CORE	Slack
Google Drive (ONID)	Sending to student non-OSU emails
Office 365	Desktop or My Documents folder
OSU Secure Drive	Thumbdrives
Qualtrics
Salesforce
VPN

Visit the Data Management & Classificiation website for more detailed information, or contact us with questions.

CORE

CORE Access and Security Structure

Access to the Cooperative Open Reporting Environment (CORE) system is an automatic assignment-based process as determined by your employee classification or job profile. All employees, with an active employment record in Banner have access to select types of departmental CORE uReports, charts, and udashboards.

Access levels for employee classifications or job profiles were developed through discussions with the university records custodians. For Finance, Research, Human Resource and Payroll data areas, access levels also incorporate overrides based on Banner access security groups. Employee access to the Student¹ and Course data areas are based on job classification or job profile. If you have questions or concerns about your current access, contact the BIC Team.

		Student Data	Finance Data	Research Data		Human Resources, Payroll & Benefits
Security Level 1^a All OSU Employees	Aggregate Summary	Aggregate Student Record Data	Finance Aggregate Summary General Ledger & Operating Ledger	Aggregate Research Data		Aggregate Summary
Security Level 2^b By Role	Summary with targeted detail	Aggregate Student Record Data that is Detailed or More Sensitive than STU1	Finance Transaction Summary General Ledger & Transaction Ledger	Grants Summary	Proposal Summary	Human Resources	Payroll Only
Security Level 3^c By Role	Summary with more sensitive detail	Individual and Identifiable Student Record Data (includes Sensitive and FERPA protected data)	Finance Transaction Summary General Ledger and Transaction Ledger with subset of more sensitive detail	Grants Summary	Proposal Summary	Human Resources	Payroll Summary Data Only
Security Level 4^d By Role	Transaction Detail	Classified or Restricted Student Record Data and Details	Finance Detail General Ledger, Transaction Ledger, Payroll Ledger, Fixed Assets and Nolij Invoices	Grants Detail	Proposal Detail	Human Resources	Payroll Detail Summary OPE
Security Level 5^e By Role	Sensitive Data	Classified or Restricted Student Record Data and Details	No Security Level 5	No Security Level 5		Human Resources	Payroll Detail & Benefits Detail

^aAssigned to all active OSU Employees. Reports which aggregate data by high level classifications (Fund/ORG, Employee Classification Ux Cx Xx, College, Major, Student Level/Residency). Examples are total Student headcount/credit hours by Campus or College, Budget/Expense reports by Org Code, Student enrollment by Major.

^bAccess assigned by Position Classification. Reports aggregates data by mid-level classifications (Index, Department/ORG, Student Level). Budget/Expense reports by Index/Account Code, average student GPA by College/Major. Reports also have targeted detail. Users at this security level also have access to security level 1.

^cAccess assigned by Position Classification. Reports with summary and a subset of more sensitive detail transactions by classifications (Index, Department/ORG, Student Level). Budget/Expense reports by Index/Account Code, Course Rosters, Payroll transactions, Nolij Images, etc. Users at this security level also have access to security levels 1 & 2.

^dAccess assigned by Position Classification. Reports with summary and detail transactions by Index/Account Code, Transactions, Employee, Student. Budget/Expense reports include drill down to expense and payroll transactions, Class Rosters, Student registration, GPA, including relevant Nolij images. Users at this security level also have access to security levels 1, 2 & 3.

^eAccess assigned by Position Classification. Reports with summary and detail transactions by Index/Account Code, Transactions, Employee, Student. Budget/Expense reports include drill down to expense and payroll transactions,relevant Nolij image Class Rosters, Student registration, GPA, Student Profile information. Users at this security level also have access to security levels 1, 2, 3 & 4.

eDashboard - High level administrative dashboards and scorecards which aggregate data according to University metrics that track overall University performance measures and strategy. Dashboards have the ability to drilldown or drill through to detail data. Executive security level has access to all University data.

uDashboard - University-wide Dashboards and scorecards which aggregate data according to University metrics that track overall University performance measures and strategy. Examples are total Student headcount/credit hours by Campus or College, University Financial Statements, total enrollment by program.

¹An important note about Student Data - The OSU Registrar is the Data Steward responsible for all student data. Requests for access to student data require completion of the Registrar's Student Data Request for Access form. Completion and approval of the Registrar's access request form is required for all security levels beyond the default access level in CORE. User requests must clearly define the business need and an explanation as to why the data is needed for the particular position.

GRS

Grant Reporting Security Structure

The Grant Reporting System (GRS) is available from anywhere in the world where there is an internet connection. GRS is authenticated through an OSU onsite security process. To access your grant reports remotely, you will first need to login to a Virtual Personal Network (VPN).

The Grant Reporting System...

updates data daily
reflects current transaction information
access to My Grant activity is limited to only the Principal Investigator (PI), Co-PI, and Business Center staff
- principal investigators, co-PI's & fund financial managers are automatically added to GRS when the applicable grant code is added to Banner
- research assistants can only view grant indexes to which they are assigned, See Grant FAQ's
- Business Center staff with GRS roles, Business Manager, Deputy Business Manager and Accountant, can view Grant Reports and create Non-FIS Encumbrances
errors in transactions, payroll or encumbrances found? contact your Grant Accountant for assistance
lost access to GRS? See Grant FAQ's

OSUF

OSUF Systems Security Structure

OSU Foundation Systems - Roles and Access

Role	Reimbursement	Scholarship	Direct Payment
Business Manager	X	X	X
Deputy Business Manager	X	X	X
Accountant	X	X	X
Scholarship Administrator		X

Role Descriptions

Business Manager - Can create Index Reimbursements and signer requests and has ability to manage access at the unit level. Can assign Indexes, Orgs and Scholarship Detail Codes to users. Intended for OSU employees with titles like Business Center Manager, Finance & Accounting Manager or Finance Coordinator.
Deputy Business Manager - Has the same user rights as the Business Manager. If delegated by the Business Manager, the Deputy Business Manager can manage the systems access for their unit.
Accountant - Can create Index Reimbursement and Direct Payment requests for their assigned Orgs, with transaction details including account numbers and non-aggregate Other Payroll Expense data. Can create Authorized Signer requests and may view Nolij images if available. Intended for OSU employees with titles like Accountant, Fiscal Coordinator, Office Manager, Administrative Assistant or Office Specialist.
Scholarship Administrator - Can create, revise and submit Scholarship Plans; Administer FS Index Reimbursements Requests; Manage scholarship awards and approvals, Detail Code X-Walk; Prepare and submit new Authorized Signer requests.

Profile Data Needed for Access to OSUF Systems

A related automatic process copies the following profile data from Banner to the OSUF Systems.

OSU ID Number
ONID Username
First, Middle & Last Name
Home ORG
Department
Email Address

Automatic User Deactivation

User access is automatically deactivated when either of the following events occur:

The user's employment at Oregon State University is terminated
The user changes positions and the first two digits of their Home ORG change
This process does not remove the user. To permanently remove a user account it must be deactivated by the Business Manager in the User Administration utility.

CORE Security Override Request Form

All OSU employees are granted access to CORE with role-based permissions that are assigned according to their job position. This form is to request access to a security level or reports that are not part of the default security classification for the employee's position. There must be a legitimate business purpose to receive an override and the final decision on the request is at the discretion of the data steward for the respective data area.

Security Override Request Form

Data Reference Desk

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