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James Elder (Unlicensed)

James Elder (Unlicensed)

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Context

As we move forward with the collection of data, we need a policy for managing that data according to University guidelines. The creation/design of these forms is a joint effort between the UCL Marketing and Systems & Data team. This policy supports the university strategy of securing student information and lowering our risk of data breaches.

Service Level Agreement

  • FormAssembly, Kuali Build, and Wrike are the only approved tool for creating forms that collect student, class, or operational data.

  • Approval for publishing forms will go through the Systems and Data Team.

  • Creation of the forms can be done by the Systems and Data team and/or Marketing.

  • Approval of the form will be based on:

    • What data is being collect

    • Where the data is being sent.

  • Form data collected should not be sent to individual or department email addresses.

  • Form data should only end up in University approved systems. These include:

    • Salesforce

    • Zendesk

    • Google Sheets

    • Constant Contact

  • Access to the Formassembly form building tool will be managed by central campus currently being budgeted by the Systems and Data team.

  • Creation of forms should be part of formal project requirements and planned accordingly.

Questions

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Process

  1. New forms/applications should go through a project review process. This is initiated through a Wrike project request → https://www.wrike.com/form/eyJhY2NvdW50SWQiOjk1MTMyMCwidGFza0Zvcm1JZCI6MzU3NDY4fQk0NzkyMTYwMzAyNDAwCWVhYmM2OTYwNGJmZWNlZTJkMDk1YTNkZDY5ZTVjY2JkNjMxMTMwMjEwNDZjYzkxMmUxZDk2MDE2YjQ2OTI4YzA=

    1. This form will change as we formalize our service around form/application creation.

  2. These project request forms will be considered on the following criteria:

    1. Systems & Data team architecture review. Does the collection of data and process fit with the approved architecture.

    2. The type of data required to collect.

    3. Process analysis; how is the information going to be managed/used.

  3. These projects will be prioritized by DL Leadership.

  4. Prioritized projects would then be planned by the service manager and included in our sprint planning.