The Benefits and Complexities of f Data Sharing wit ithin Academic Collaboration Think lounge 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
Agenda 1. Overview 2. Interactive Exercises 3. Data and Data Exchange 4. Factors Involved in Data Exchange & Collaboration 5. The Way Forward 3
Overview (York University; Seneca College & York Seneca Partnership)
York University 6200 International Students from 170 Countries Founded in 1959 2 nd largest university in Ontario 3 rd largest university in Canada 11 Faculties 46,000 Undergraduate Students 5900 Graduate Students Four Campuses Keele Campus Glendon Campus (Bilingual) Eco-Campus Costa Rica Markham Centre Campus (2021 / 2022) 5
Founded in 1967 30,00 Full-time Students, Annually 70,000 Part-time Registrants, Annually 7000 International Students from 150 Countries 17 Degrees 39 Graduate Certificates Seven Campuses 70 Diplomas King Campus 30 Advanced Diplomas Markham Campus 21 Certificates Newnham Campus Peterborough Campus Seneca@York Yorkgate Campus Vaughan Campus 6
York Seneca Partnership (YSP) 1981 – 1 st 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 Ontario Council on Articulation & Transfer 2011 ONCAT Funded Projects: Research 2017-2018 YSP Research Project: Pathways “ Data Sharing in Academic Collaborations & Pathways ” Innovation Three Colleges Three Universities Focus Groups & Interviews 7
Data, Data Sharing and the Urgency!
Data & Data Sharing Defined • 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 others. It is a fundamental pillar of interinstitutional collaboration. This data must be d iscoverable, a ccessible, t ransparent and a ctionable (Borgman June 2012 & Tuyl & Whitmore, February 2016). 9
Why Share Data? Why is this Urgent? • 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 10
Data Sharing in Academic Collaboration Data Shared Between Institutions in Academic Collaboration Administrative Data Research Data 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 11
Interactive Exercises
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… 13
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? 14
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. 15
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? 16
Factors Involved in Data Exchange: Legal-Ethical Framework; Provincial Legislation & Institutional Acts
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.” 18
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 19
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 20
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) 21
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 22
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 23
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… 24
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. 25
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