Information Dissemination

Section 160.01

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Policy Statement

The New York State Legislature has found that a free society is maintained when government is responsive and responsible to the public, and when the public is aware of governmental actions. The more open a government is with its citizenry, the greater will be the understanding and participation of the public in government.

The State Legislature has declared -- and SUNY College at Brockport is committed firmly to the principle -- that good government is the public's business, and that the public -- individually and collectively and represented by a free news media -- should have unimpaired access to appropriate College records and information.

Category Name: Administration and Operations
Responsible Unit: College-wide
Responsible Exec: President
Adoption Date: Unavailable
Last Revision Date:
Last Review Date:

Purpose/Scope

 

Applicability

 

Definitions

There are no definitions for this policy at this time.

Policy Procedures

In furtherance of the foregoing, strict adherence by everyone to the following policy shall be required to insure that only valid and reliable information, data, statistics, as the case may be, will be released to authorized requestors.

1. State University Central Administration has directed that all questionnaires and requests for statistical data must be institutionally approved before they are either completed or released.

2. By designation of the President, the Office of Enrollment Management (395-2772) and the Office of Institutional Research (395-5028) are the officially designated points of origin of narrative and statistical information about or pertaining to the College. All requests for such information from or for the use of outside agencies and/or individuals must be channeled through those two offices for official institutional approval.

3. Reporting to outside agencies and/or individuals by any unit or individual(s) employee(s) within the College other than the two offices specified above is not authorized, should not occur, and will not carry or imply official institutional approval or endorsement.

4. Enrollment or personnel breakdowns by age, sex, national origin, ethnicity, religious orientation, etc. will be provided only to agencies of the United States government or New York State.

5. Requests from agencies and/or individuals other than those specified in Item 4, above, will only be responded to after written assurance is received on official letterhead and over the signature of the requestor indicating:

A. The intended use and audience;

B. That the information, data and statistics submitted, as the case may be, will be used for statistical summaries only;

C. That no reports will be issued on the College as a whole, or on individual faculties, departments or units, based upon the information, data or statistics requested;

D. That the information, data or statistics, as the case may be, will not otherwise be used, published, disseminated or shown to anyone at any time without the prior express written permission of the Director of Affirmative Action.

6. Requests for information and/or special reports by Faculty Senate officers and committees, BASC, and other College-related organizations from Institutional Research must be submitted in writing. The Vice President for Administrative Services will inform the President and his staff of these requests, if he/she feels it necessary, prior to approving or disapproving the requests. Requests for information and/or special reports from:

A. Students must be approved in writing by the instructor and appropriate President's Staff member or Dean.

B. Student organizations must be approved in writing by the Vice President for Student Affairs.

7. Internal Reports shall be distributed to the President, executive staff, and deans. These individuals shall determine whether they wish to distribute the information further. All requests about these reports received by Institutional Research shall be referred back to the appropriate original recipient who shall decide on additional distribution.

8. Internal Reports based upon or accompanied by computer printouts shall be distributed to the President, President's Staff, and Deans. Sufficient copies of printouts shall be supplied so that these individuals can distribute the information without unnecessary delay if they consider it appropriate. All requests about these reports shall be referred back to the appropriate original recipient who shall decide on additional distribution.

9. Institutional Research will inform the appropriate President's Staff member and/or Dean of requests for information and/or special reports by College units.

10. Aggregate statistical data pertaining to the College (i.e., semester enrollments, number of faculty employed, etc.) are public information and are available upon request from the Office of Institutional Research or via the Executive Information System.

11. Individual statistical data pertaining to a faculty member are available to that faculty member. However, the individual data on a faculty member (i.e., workload, grade distributions, etc.) may not be released other than to authorized officers of the College.

12. With respect to data gathered from students, the confidentiality of individual student responses is guaranteed with the administration of surveys used to collect such data. As a result, aggregate data from such surveys is considered public information, while individual information is not made available.

13. All requests for information, data or statistics, as the case may be, will be handled under the following priority system:

A. First-order Priorities - All requests for information from agencies of the United States government or from agencies of the New York State that are required for compliance with federal or state laws, codes, rules or regulations.

B. Second-order Priorities - All requests from SUNY Central Administration and the President of the College, followed in order by requests from the offices of the Vice Presidents, Deans, Department Chairpersons, Faculty Senate, and departmental or Faculty Senate committees.

C. Third-order Priorities - All requests originating from sources other than those specified in "A" and "B" above.

14. All information, data, or statistics requested by the media must first be institutionally approved by the Office of Institutional Research and then released only by and through the Office of External Relations.

15. In any case of question or dispute, no information, data or statistics, as the case may be, will be released until clearance is received from the President of the College.

Links to Related Procedures and Information

There are no links for this policy at this time.

Contact Information

There is no contact information for this policy at this time.

History (in descending order)

Item Date Explanation
Next Review Date   Three year review
Adoption Date Unavailable Policy Adopted
Draft Review Date   Draft Policy under 30-day Campus Review

Approval

This policy is approved by:

Last Updated 1/5/18

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