We're reaching out today to you as your HawkID has been identified as having access to the academic area of the MAUI Data Warehouse.
Beginning Wednesday, Feb. 14, 2024, we are making changes to the ability to access non-directory, or FERPA restricted student data. These changes align with the part of university's strategic plan that addresses institutional data usage and the ITS strategic plan regarding data security and governance.
We will be adding two new roles that will further restrict tables to be more in compliance with 34 Code of Federal Regulations Part 99.31(3)(ii) which states, “An educational agency or institution must use reasonable methods to ensure that school officials obtain access to only those education records in which they have legitimate educational interests. An educational agency or institution that does not use physical or technological access controls must ensure that its administrative policy for controlling access to education records is effective and that it remains in compliance with the legitimate educational interest requirement in paragraph (a)(1)(i)(A) of this section.”
Restricted Tables
MSTR_PERSON_EMAIL
MSTR_PERSON_ADDRESS
MSTR_PERSON_GENDER_IDENTITY
MSTR_PERSON_NAME
MSTR_PERSON_PHONE
New Roles
FERPA Restricted Demographics Role (MAUI_MSTR_FERPA_DEMOGRAPHIC)
The role is required to access MSTR_PERSON_GENDER_IDENTITY and MSTR_PERSON_NAME tables.
It is also required to access the following columns in the MSTR_PERSON table.
MSTR_MARITAL_STATUS_KEY
MSTR_MARITAL_STATUS_DESCR
LEGACY_PRIMARY_PARN_NAME
LEGACY_SECONDARY_PARN_NAME
MSTR_GENDER_IDENTITY_LIST
FERPA Restricted Contact Info Role (MAUI_MSTR_FERPA_CONTACT_INFO)
The role is required to access MSTR_PERSON_EMAIL, MSTR_PERSON_ADDRESS, and MSTR_PERSON_PHONE tables.
It is also required to access the following columns in the MSTR_PERSON table.
CELL_PHONE_AREA_CODE
CELL_PHONE CELL_IS_TEXT_MSG_ALLOWED
CELL_PHONE_IS_RESTRICTED
CELL_PHONE_IS_FOREIGN
PRIVATE_EMAIL
PRIVATE_EMAIL_IS_RESTRICTED
PRIVATE_EMAIL_IS_DELIVERABLE
NONUIWORK_EMAIL
NONUIWORK_EMAIL_IS_RESTRICTED
NONUIWORK_EMAIL_IS_DELIVERABLE
Requesting Access
New roles will become active on Wednesday, Feb. 14, 2024. To obtain access, you must complete the request access form(s) below to get approval from your supervisor and the data stewards for registrar data reporting.
Campus users will be able to request these more restrictive roles to gain access by providing justification which should meet one or more of the following criteria:
- The information requested is necessary to perform appropriate tasks that are specified in their position description or by a contract agreement.
- The information is to be used within the context of official agency or school business and not for purposes extraneous to the official’s areas of responsibility or to the agency or school.
- The information is relevant to the accomplishment of some task or to a determination about the student.
- The information is to be used consistently with the purposes for which the data are maintained.
Request Access for FERPA Restricted Demographics Role
Request Access for FERPA Restricted Contact Info Role
On the request form, please use the triangle next to the Request Access button to select "for my HawkID" from the drop down options.
Querying Without New Role After Feb. 13
What will happen if a user tries to query against the tables/fields without the new roles?
- Querying against a table will be a ‘hard break’, which will result in an error saying it’s an invalid table name.
- Querying against a field will be a ‘soft break’ and the query will run successfully (barring any other errors) but the restricted fields will return NULL values.
Questions
We appreciate your support in helping us to be in compliance. If you have any questions, please contact Kathryn Stoltenberg.
Terms of Use
Terms of Use for both roles are available by using the corresponding request access links above.
