The Benefits and Complexities of f Data Sharing wit ithin Academic - - PowerPoint PPT Presentation

The Benefits and Complexities of f Data Sharing wit ithin Academic Collaboration

Thinklounge Research

Pan-Canadian Consortium on Admissions & Transfer (PCCAT) Conference, Saskatchewan, 2019

The Benefits and Complexities of f Data Sharing wit ithin Academic Collaboration

York Seneca Partnership & ThinkLounge PCCAT Conference - June 21, 2019

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Agenda

• 1. Overview
• 2. Interactive Exercises
• 3. Data and Data Exchange
• 4. Factors Involved in Data Exchange & Collaboration
• 5. The Way Forward

Overview (York University; Seneca College & York Seneca Partnership)

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46,000 Undergraduate Students 5900 Graduate Students

York University

Founded in 1959 2nd largest university in Ontario 3rd largest university in Canada 11 Faculties 6200 International Students from 170 Countries Four Campuses  Keele Campus  Glendon Campus (Bilingual)  Eco-Campus Costa Rica  Markham Centre Campus (2021 / 2022)

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 17 Degrees  39 Graduate Certificates  70 Diplomas  30 Advanced Diplomas  21 Certificates Founded in 1967 30,00 Full-time Students, Annually 70,000 Part-time Registrants, Annually 7000 International Students from 150 Countries Seven Campuses  King Campus  Markham Campus  Newnham Campus  Peterborough Campus  Seneca@York  Yorkgate Campus  Vaughan Campus

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York Seneca Partnership (YSP)

Ontario Council on Articulation & Transfer  2011 ONCAT Funded Projects:  Research  Pathways  Innovation 2017-2018 YSP Research Project:  “Data Sharing in Academic Collaborations & Pathways”  Three Colleges  Three Universities  Focus Groups & Interviews

 1981 – 1st York/ Seneca Collaboration (Psychology & Rehabilitation Services programs)  1999 Seneca@York Campus Opens  2004 Jointly Shared Technology Education Learning building opens  2008 Jointly Shared Community Engagement Centre opens  2011 York Seneca Partnership (YSP) Position Paper (‘White Paper’)  2013 First York Seneca Partnership Manager Hired

Data, Data Sharing and the Urgency!

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• Data is defined as an artifact, evidence, observation or
• record. It may be physical and/ or digital (Borgman June

2012).

• Data sharing refers to the release of data for use by
• thers. It is a fundamental pillar of interinstitutional
• collaboration. This data must be discoverable,

accessible, transparent and actionable (Borgman June 2012 & Tuyl & Whitmore, February 2016).

Data & Data Sharing Defined

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• Strategic Advantages
• Research, programming & planning
• Facilitates Interinstitutional Collaboration
• Student mobility requires institutions to share data
• Academic coordination and communication between institutions are improved and is

being encouraged by governments

• Global Trends / Globalization & Internationalization
• Groningen & General Data Protection Regulation(GDPR)
• Global increases in student mobility
• Technological Advancements (EDI; improvements in secure data transfer)
• Accountability
• Required by government ministries & Funders

Why Share Data? Why is this Urgent?

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Data Sharing in Academic Collaboration

Types of Data Shared between institutions: a) Registration Data b) Student transfer data

• for the administration of collaborative and co-registration programs
• to support student redirection

c) Articulation and other agreement/ documents to support research and the administration of these arrangements

• Data on students pathways within articulation agreements

d) Institutional data on student mobility to support research and planning Data Shared Between Institutions in Academic Collaboration  Administrative Data  Research Data

Interactive Exercises

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Let’s do a Bit of Information Exchange

• Pair-up with the person beside you
• If I give you my phone, I want to

make sure you…

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Let’s do a Bit of Information Exchange

• Pair-up with the person beside you
• If I give you my phone, I want to

make sure you…

• What concerns do you have about

handing over your phone?

• What are some thoughts/feelings

you have about sharing your information?

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Let’s do a Bit of Information Exchange

Write a secret about yourself on a piece of paper Now…. Put it into the box that I will pass around.

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Information Exchange Cont’d…

What did you think/feel about writing it down? Did you trust me when you put it into the box? Can I read them out loud? Can I aggregate/analyze/report them? What should I do with them after they are done? Can I ask my co-presenter to analyze them? Can I try to match them to your phones?

Factors Involved in Data Exchange: Legal-Ethical Framework; Provincial Legislation & Institutional Acts

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How do Academic Institutions Use Privacy Policies?

Two examples in Two Provinces

• How is privacy legislation impacting data sharing/exchange within academic institutions?
• In Ontario the legislation is FIPPA (Freedom of Information and Protection of Privacy Act)
• In Saskatchewan it is LAFOIP (Local Authority Freedom of Information and Protection of Privacy Act)
• They outline how private information would be collected and used by institutions
• Private information is identifiable information and protected information; de-identified or

anonymous information is not protected and can be exchanged freely and is not covered by legislation.

• Requirements from Ministries/ Governments
• Disclosure of Private Information
• Third party-access
• Explicitly state how private student information would be used for administration: admission

applications; course / program registration; statistical purposes, etc…for “administrative, statistical and/or research purposes.”

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Legal Framework for Data Sharing

• Provincial Privacy Policies (Define what is private

and what can be transferred)

 Institutions Embed Privacy Legislation into Institutional Acts – FIPPA (Ontario); LAFOIP (Saskatchewan)

• Institutional Acts (Broad mandate to collect & use)

 University & College Acts

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Institutional Structures for Data Sharing

• Research Ethics Boards (REBs)
• Institutional Legal Department/ Access to Legal Counsel
• Privacy Offices
• IT Infrastructure to Support Data Sharing
• Data Sharing Agreements

 Confidentiality Agreement  Breach Protocol

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Act Authorization

• York University
• York University Act, 1965 & FIPPA
• University of Saskatchewan & Sask. Polytechnic
• Local Authority under LAFOIP
• Seneca College
• Ontario Colleges of Applied Arts and Tech Act & FIPPA
• Public institutions in Ontario also have the authority to collect

personal student information in accordance with sections 21, 39 and 49 of the Freedom of Information and Protection of Privacy Act.

• Collective Act (24 CAATs)

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Broad Purposes

• York University (1)
• “Used for educational, administrative and statistical purposes”
• University of Saskatchewan (2)
• “When it is necessary for the proper administration of programs,

services or general operations”

• Seneca College (3)
• “Used and/or disclosed for administrative, statistical and/or research

purposes”

• Saskatchewan Polytechnic (4)
• “To facilitate delivery… of programs”
• “For administrative and statistical purposes”

1) https://registrar.yorku.ca/privacy 2) https://policies.usask.ca/policies/operations-and-general-administration/freedom-of-information.php#Policy 3) https://www.senecacollege.ca/privacy.html 4) https://saskpolytech.ca/privacy.aspx

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Use of Personal Information

• York University
• Process admission… record… academic progress…related

recordkeeping purposes

• University of Saskatchewan
• For the purposes for which it was obtained… or for a use

consistent with that purpose

• For a purpose permitted, authorized or required by the Act
• For any other purpose provided explicit consent…
• Saskatchewan Polytechnic
• To facilitate delivery… deliver all facets of… educational

programming

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Disclosure of Personal Information

• York University
• Other universities or colleges with which York

University maintains a collaborative program

• University of Saskatchewan
• For the purposes for which it was obtained… or for a

use consistent with that purpose

• For a purpose permitted, authorized or required by

the Act

• For any other purpose provided explicit consent…

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Disclosure of Personal Information

• Saskatchewan Polytechnic (SP)
• SP strives to ensure that both SP and any

third parties working with SP comply with LAFOIP, but also with any other legislation that may apply to the collection, use and disclosure of personal information of any kind.

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Elements of a Data Sharing MOU

1) Compliance with Provincial Standards/ Privacy Policy 2) Indicate the Legislative Authority to Collect and Disclose Personal Data 3) State the Purpose and Business Case for Data Sharing 4) Indicate the Personal Information to be Shared 5) Indicate How the Personal Information Will be Used 6) Indicate If There Will be Future Disclosure of The Data, and How That Will Comply with Provincial Standards 7) Indicate If the Data Will Be De-Identified 8) Identify the Method of Sharing Data 9) Indicate If and How Data Linking Will Occur 10) Accuracy and Security of The Personal Information 11) Indicate Release Model for Report & Data 12) Indicate Termination of The Data Sharing Agreement

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Data Sharing Practices

What to Share?

• 1. Only Transfer Personal Information that

is Relevant to the Purpose of the Exchange

• 2. Consider Standard Definitions of

Personal Information as defined in the Provincial Privacy Act. Business Case

• 3. Sell what you are doing!

The Data

• 5. Create a Translation Plan for

Exchanged Data

• 6. What can you de-identify?
• 7. Data Linking Responsibilities: How

& Who? Will original files still exist? Can linking keys be removed from new file? Can linked data be re-identified?

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Data Sharing Practices

Data Governance (Other Specified Information & Appendices)

• 8. Identify Users of the Data - Data Steward, Data Managers, Data

Users

• 9. Confidentiality Agreements

10.Determine Reporting & Access Conventions – Who can see the data/under what circumstances/do both parties have to agree?

• 11. Data Accuracy/Audit Trails, Storage & Verification

12.Breach Reporting Protocol and Consequences: How to take action if a breach occurs (who investigates, to whom reporting

• ccurs: other party, Privacy Commissioner, Privacy Officer, those

whose data has been breached)

Factors Impacting Collaboration

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Benefits of Collaboration

 Both Colleges and Universities improve reputations among students when there are firm pathways from diplomas/ certificates to degrees, which also help to improve career prospects  Colleges benefit by demonstrating clear pathways  Universities benefit by receiving better-trained students from College programs  Both Colleges and Universities achieve programming capacity through collaboration (feeder programs)  Greater access to ‘embedded resources’

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Needed to Support Academic Collaboration/ Data Sharing

1) Trust 2) Common Goals 3) Respect 4) Communication 5) Willingness to Share & Reciprocate 6) An understanding of Institutional Social Capital

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Interinstitutional Relations & Social Capital

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Conclusions

• Privacy becomes a huge concern for everyone involved, which often leads to very restrictive

approaches among data holders. Communication Privacy Management Theory:

• Privacy Ownership: What information is private and access to it
• Privacy Control: Granting or denying access
• Privacy Turbulence: Regulation is unpredictable, or Can suffer a breakdown; breach

(Petronio 2013)

The Future

• Strategic planning will require, bilateral. multilateral and system-wide access to data
• Concentration of power in very few large institutions: Denial of access for arbitrary reasons?
• Erosion of Social Capital – Access to Data

Economic Capital Required

• Data Warehouses

Discussion Topics

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Discussion Topics & Audience Questions

1) How do you/ should you manage power imbalances in academic collaboration? Do they exist? 2) What impact do privacy and ethics have on data sharing? 3) In a research scenario, as a data holder, what limits would you set on data exchange? As a receiver, what would you want?/ What if you are working on a funded project? 4) How do you manage a powerful partner that is not reciprocating in the collaborative relationship? Are There Any Questions?

Thanks & Acknowledgement

Thinklounge Research