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FAQ About the Approval Process for UDS Access

I'm not going to download anything. I intend to interactively query the UDS. Is this the right form?
Where can I get the form?
Who needs to sign the form?
How do I know which elements I need to get approval for?
I'm only going to use UDS data already published in our University white pages. Do I still need to get approval?
I've already got access to the UDS for the data elements I need. I'm writing a related but different application to access these same data elements. Do I need to go through the approval process again?
I'm going to use DoIT's LDAP server to authenticate my users. The rest of the data I need is stored locally to my application. Do I need to go through the approval process?
I've already gotten approval to use certain elements in the source system. I plan to use essentially these same elements as they are mapped into new attributes in the UDS. Do I still need approval?
I need access to an additional element. What should I do now? Do I need to resubmit the form?
After looking at this info, I'm not sure if I need approval. Who do I contact? What is the UDS Steering Committee anyway? Okay, I submitted the form, when can I expect approval?

I'm not going to download anything. I intend to interactively query the UDS. Is this the right form?
Yes. The form is a holdover from years when the primary method of access was through data extracts. Even though the form says download, it can mean any kind of access needed to UDS data elements.

Where can I find the form?
The form is in a Microsoft Word document format and can be downloaded below. Once opened, this can be saved to your local file system for editing and submittal.

Request for UDS Information (doc)
Example of completed form (pdf)

Who needs to sign the form?
User signature: the Customer who requested application

Supervisor signature: the Customer's supervisor

Dean/director signature: the Customer's director or dean

Data custodian: for employee data, human resources (Carla Raatz); for student data, registrar (Karen Hansen). Contact information for the data custodians is listed on the bottom of the form.

For the CIS application, Teresa Arauco signed as the user, Jerry Gerber as the supervisor, John Peterson as the dean/director and Carla Raatz for employee data.

How do I know which elements I need to get approval for?
It is mostly important to describe how you will be using the UDS. A description can written on the back of the form or attached to the form. As far as specific elements, Middleware and Application Technology has prepared documentation to assist in understanding the UDS data. A good place to start is to review the Registry, Registry Export and LDAP schema and related data dictionaries. After reading this, the Commoditize UDS team members can assist you if you have specific questions regarding the data.

I'm only going to use UDS data already published in our University white pages. Do I still need to get approval?
Yes. Although this information is publicly available, the Steering Committee is interested in *how* the data is used; not just that it is used.

I've already got access to the UDS for the data elements I need. I'm writing a related but different application to access these same data elements. Do I need to go through the approval process again?
Yes. As stated above, the Steering Committee is interested in how the data is used. If how the data is used differs significantly from your original request, a separate approval must be submitted.

I'm going to use DoIT's LDAP server to authenticate my users. The rest of the data I need is stored locally to my application. Do I need to go through the approval process?
No. LDAP credentials support particular applications systems and are not considered institutional data.

I've already gotten approval to use certain elements in the source system. I plan to use essentially these same elements as they are mapped into new attributes in the UDS. Do I still need approval?
Yes. As discussed above, the UDS steering committee is interested in how the data is used not just who has access to it.

I need access to an additional element. What should I do now? Do I need to resubmit the form?
Yes. Your view of the data needs to change, therefore authorization for this element must be approved.

After looking at this info, I'm not sure if I need approval. Who do I contact?
Questions regarding approval to use the UDS should be directed to Carla Raatz of the UDS Steering Committee.

What is the UDS Steering Committee anyway?
The UDS Steering Committee is composed of campus representatives from the various institutional source systems that feed the UDS. It is chaired by Carla Raatz of the Office of Human Resources. Judy Caruso is a member of this committee as well as other DoIT folks.

The committee is likely to be reconstituted and recharged in the near future. Its original formation in 1998 was to guide the redesign of the photo id system through the year 2000 problem. Since then the purpose and scope of the UDS has changed significantly.

Okay, I submitted the form, when can I expect approval?
While there is not set guidelines on turn around for this form, we have found that the approval process is reasonably timely. If your submittal needs to be approved by a specific date, we suggest you mention that in submittal. In addition, asking for expedited approval will generally be accommodated.