Issuing Office

Office of the Provost

Affected Parties

All University departments requesting, preparing, or reporting any data internally or externally.

Policy Language

Data utilized for reporting to internal stakeholders and external agencies must be accurate, complete, and not misleading. Where a stakeholder or agency defines the parameters for the requested data, the University will adhere to the parameters to the extent feasible and will provide appropriate disclosure and context where necessary. To the extent a stakeholder’s or agency’s instructions are unclear, the University will develop and utilize parameters that present the University accurately and fairly and will provide appropriate disclosure and context where necessary. In all events, starting with the original request for data, the University must establish clear definitions of the terms and parameters of data requests. In connection with a particular data request, the University does not utilize a previously-used data retrieval approach without confirming that the prior approach remains consistent with parameters for the requested data. All stakeholders must follow the established procedures for requesting data outlined herein to ensure the accuracy of all reports.

Policy Rationale

Liberty University seeks to maintain compliance with the with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) Principles of Accreditation. As such, the University must compile, analyze, and report all data consistent with SACSCOC Standards and applicable law.

Applicable law includes the U.S. Department of Education’s misrepresentation rule, which prohibits misrepresentations about the nature of the University’s academic program, its financial charges, or the employability of its graduates. 34 C.F.R. part 668, subpart F.

Definition of Glossary Terms

Data: This policy only applies to data contained within Liberty University databases. This may include information collected through applications, surveys, or other means. The data defined within this policy also include calculated values or statistical results generated from the data.

SACSCOC Standard

Standard 1.1 Integrity

The institution operates with integrity in all matters. (Integrity) [CR] (Note: While this principle is not addressed by the institution in its Compliance Certification or its application for accreditation, failure to adhere to this principle will lead to the imposition of a sanction, adverse action, or denial of authorization of a Candidacy Committee.)

Section 14 Transparency and Institutional Representation

The institution (a) accurately represents its accreditation status and publishes the name, address, and telephone number of SACSCOC in accordance with SACSCOC’s requirements and federal policy; and (b) ensures all its branch campuses include the name of that institution and make it clear that their accreditation depends on the continued accreditation of the parent campus. (Publication of accreditation status)

Procedures

Persons or departments seeking data created from internal university databases with the intent to 1) publish the data on a University website, 2) publish the data in promotional or recruitment materials, or 3) send the data to an outside entity such as an accrediting agency or federal/state regulatory body, must first submit a Service Now ticket. Departments approached to provide such data shall not produce and release the data without first receiving a ticket request.

Queries used to produce final data must be archived in the prescribed manner For those requesting data: Departments requesting data have the following responsibilities. Submit a Service Now ticket to request the data. The request shall provide sufficient detail to complete the request accurately. Work with the department supplying data to ensure proper data will be received.

The department fulfilling the ticket request must create documentation of the request and the query used to produce the data. The fulfilling department will catalog the request in the University Data Repository and is responsible for saving all the necessary documentation to reproduce the results.

That individual has the following responsibilities:

1. Work with the requesting department to have a thorough and accurate understanding of the requested data.
2. Develop a technique to create the requested data. This will include creation and testing of the technique and verification of the results.
3. Supply the data to the requesting department.
4. Close the ticket.
5. Using the University Data Repository, record the required information.
6. Follow internal procedures to maintain the necessary information to reproduce the results. This may be contained entirely in the University Data Repository or in other locations as deemed appropriate by each department.

Upon receiving data, review results for accuracy to the best of your ability. Publish results to the appropriate locations. For those providing data: After the help ticket request has been directed to the correct department, it will be assigned to an individual.

Background:  Data utilized for reporting to internal and external agencies must be accurate and aligned to the definitions of the respective parties requiring data.  Beginning at the original request for the data, clear definitions of the terms and parameters of data requests must be established, documented, and updated as external agencies update definitions.  

Procedure:  Standard practice is for all users to submit an ADS ticket request for all internal and external reporting needs.  ADS will then determine the data source, data timeframe, and data definitions to be utilized in accordance with the LU Data Integrity Policy which governs safe practices for all reporting needs. 

For internal reporting – Any data report generated to make informed business decisions or share with other LU personnel or departments.

• Data Definitions: Business Operations
• Data Source: Determined by ADS
• Target Audience: LU Personnel/Departments ONLY
• Examples: Operational Reports, Assessment of Programs and Courses, Dashboards

For external reporting – Any data report generated to be released/viewed by the public must have an ADS ticket for documentation purposes.  The data undergo a more thorough vetting process to adhere to the same logic as the LU and its stakeholders’ official reports.  But, more importantly to mitigate risks on external reporting.

• Definitions: IPEDS unless dictated by a third party such as an accrediting agency
• Data Source: Determined by ADS
• Target Audience: Anyone outside of LU Personnel/Departments
• Examples: Websites, social media, grant justifications, academic journals, promotional content, accrediting reports, publications, or the media.

To ensure proper data are utilized, academic departments should follow these steps:

1. Login to your LU account
2. Go to the IT Help Desk website or use this link Submit an ADS Ticket
3. Choose ‘Submit a Support Ticket Request’
4. Choose Either ‘Student’ or ‘Faculty & Staff’
5. Under the Application/System Support & Reporting Needs, choose ‘Report Request’
6. Fill in the required fields, such as
   1. First and Last Names (if needed)
   2. Username (if needed)
   3. Report type: New Report or Modify Existing Report
   4. Short Description of the Need – example: Fast Facts Data for External Report
   5. Additional Information – Be very specific with the data content to include
      1. Timeframe: examples: Academic Year 2223 or Current Academic Year with Past 5 years
      2. Key metrics: examples:Enrollment, Retention Rate, etc., 
   6. Purpose: Explain what the report is intended for.  For instance, Accreditation Report, Grant Justification, Government Agency, LU website, Infographic, academic journal, etc.
   7. Due Date:
   8. Go to top right corner, choose ‘Submit Order’
7. Upon submission, you will receive an email to track the ticket request.

For questions about this policy, please contact ierreporting@liberty.edu.

Sanctions

Sanctions will be determined by the Provost on a case by case basis.

Exceptions

None

Date of Last Review

5/01/2023

Date for Review

5/01/2024