Information Technology Services

Brandeis University Demographic Data Protocol

Purpose

Demographic data associated with Brandeis community members are collected and stored across numerous systems. This protocol ensures that standards are in place for the secure, accurate and consistent collection, storage and distribution of demographic data attributes.

Context

Demographic data reflects characteristics of people according to certain attributes such as age, place of residence, ethnicity, marital status, citizenship and dozens more. In the context of data governance, these attributes should be defined consistently with controls in place that determine how the attributes are collected, shared and protected.

This protocol is part of the Data Governance Program established by the Brandeis Data Governance Policy.

Scope

This protocol applies to the demographic information of all Brandeis University student applicants, students, alumni and advancement constituents, employee applicants and employees, whether full or part time, including faculty, administrative staff, academic affiliates, postdocs, contracted and temporary workers, and student employees. Demographic attributes addressed by this protocol include those which intersect two or more Brandeis domains and include:

• Legal sex
• Date of birth
• Place of birth
• Marital status
• Race/ethnicity
• Citizenship status
• Nationality
• Sexual orientation
• Gender identity
• <Pronouns
• Military service
• Legal name
• Preferred name

This is a baseline set of attributes in scope for this protocol. Additional attributes will be addressed by this protocol in the future as the Data Governance Program evolves, reflecting extensions to this baseline.

Protocol Statements

• Demographic attributes (for simplicity, referred to as "attributes") are entered by individuals or fed by a feed into Brandeis systems of record which are associated with a primary Brandeis domain. The systems of record for each domain are listed in Table 1.0.
• An individual's primary domain may change over time.
  • Domain transitions are listed in Table 2.0.
  • When an individual's primary domain changes:
    • If the systems of record associated with the domains are integrated, then the individual's entered attributes should map from the initial system of record to the next.
    • If the systems of record associated with the domains are not integrated, the individual should be asked to enter/affirm the attributes in the system of record associated with the change.
• Attributes that exist in multiple domains must have consistent sets of possible values.
  • The values associated with the attributes in the scope of this protocol are listed in Table 3.0.
  • Systems external to Brandeis may maintain attribute values that differ from Brandeis attribute values shown in Table 3.0 (for example, the Common App attribute's values may differ from those listed in Slate for the attribute). In such cases, the attribute value from the external system may be housed in the domain's system of record when importing. When moving data across domains (as shown in Table 2.0), an external attribute value that does not align with a Brandeis equivalent value should not be integrated into the new domain's system of record (where that value does not exist); rather, the individual should be asked to select an attribute value from those available in the new domain's system of record.
  • Brandeis systems of record (also referred to as canonical data sources) which currently provide a different set of values for attributes or different attribute names than those listed in Table 3.0 should work toward making them consistent with this protocol's values, as soon as feasible and depending on the academic calendar's cycle, if applicable.
• Attributes that exist solely in one domain should be defined, classified and managed by the data trustee and data stewards of that domain.
  • As noted in the Brandeis Data Governance Policy document in the context of canonical data sources, metadata elements essential to effective and proper use of university data should be identified, documented, and made available to those who use the relevant data.
  • Creation and use of these metadata elements is a key element of data stewardship.
  • Shadow systems which manipulate data extracted from canonical data sources and result in data quality or consistency issues in the canonical data sources should not be created or permitted.
• An individual seeking to add, edit or delete the values of their attributes must do so only in their corresponding current system of record. With an individual's permission, additions, edits and deletions may be performed by employees acting on an individual's behalf, and again, only in their corresponding current system of record.
  • By extension, individuals should only be asked to supply an attribute in the corresponding system of record.
  • Forms, surveys, invitations and other communications to individuals should not ask individuals to enter and/or to update their attributes. Instructions should be provided indicating how they may update their attributes directly within the corresponding system of record.
    • Exception: If an individual's attributes are needed for the objectives of the analysis being performed by a survey, they may be collected provided that the data collection is anonymous.
• Brandeis data classifications are defined in the corresponding standard, an excerpt of which is provided in Table 4.0.
• Attributes are classified following the Brandeis Classification Standard, provided in Table 5.0.
  • If an attribute is classified as regulated or restricted, the values entered by an individual for that attribute cannot be shared.
  • If an attribute is classified as confidential, the values entered by an individual for that attribute cannot be shared without the individual's permission.
    • If a system of record does not allow for an individual's permission to share an attribute to be indicated within the system, the default assumption is that the attribute cannot be shared.
  • In order to perform a specific function or set of responsibilities associated with their roles, some individuals at Brandeis require access to attribute values at an individual level that are classified as confidential, restricted or regulated. In such cases, the corresponding data trustee and the requestor's manager must approve the level of access required. Subsequent requests of the same access level by the same requestors do not need additional approvals.
  • It may be the case that some attributes should not be collected by a system of record for a domain, in which case, the exceptions should be listed in this document in this section.
    • Exception: If captured during the application process, the sexual orientation and gender identity attributes in the undergraduate and graduate applicant systems cannot be considered by those making admissions decisions.
  • Data about attribute values in the aggregate, within one or across multiple domains, may be shared publicly (e.g., percentages of a domain's population broken down by an attribute’s values).
    • Exceptions: The attributes of legal name, preferred name and birth date cannot be meaningfully aggregated. Birth year can be extrapolated and shared publicly.<

Tables

Table 1.0: Systems of Record per Brandeis Domain

Table 2.0: Transitions across Domains

Table 3.0: Values of Attributes

Table 4.0: Data Classifications

Table 5.0: Attribute Classifications

Definitions

Race/Ethnicity Definitions^[2]

Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to describe groups to which individuals belong, identify with or belong in the eyes of the community. The categories do not denote scientific definitions of anthropological origins. The designations are used to categorize U.S. citizens, resident aliens and other eligible non-citizens. Individuals are asked to first designate ethnicity as:

• Hispanic or Latino or
• Not Hispanic or Latino

Second, individuals are asked to indicate one or more races that apply among the following:

• American Indian or Alaska Native
• Asian
• Black or African American
• Native Hawaiian or other Pacific Islander
• White

Category Descriptions

• Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
• American Indian or Alaska Native: A person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment.
• >Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.
• Black or African American: A person having origins in any of the Black racial groups of Africa.
• Native Hawaiian or other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa or other Pacific Islands.
• White: A person having origins in any of the original peoples of Europe, Middle East or North Africa.
• Nonresident Alien: A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely. Note: Nonresident aliens are to be reported separately in the places provided rather than in any of the racial/ethnic categories described above.
• Resident Alien (and other eligible non-citizens): A person who is not a citizen or national of the United States but who has been admitted as a legal immigrant for the purpose of obtaining permanent resident alien status (and who holds either an alien registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688) or an Arrival-Departure Record (Form I-94) with a notation that conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian). Note: Resident aliens are to be reported in the appropriate racial/ethnic categories along with United States citizens.
• Race/Ethnicity Unknown: The category used to report students or employees whose race and ethnicity are not known. This is a derived category.

Sexual Orientation and Gender Identity (SOGI) Attribute Definitions^[3]

• Asexual: Sexual orientation that describes a person who is not drawn to people sexually. The asexual spectrum describes people who may experience romantic, sensual, aesthetic or intellectual attraction.
• Bisexual: Sexual orientation describing a person who is attracted to people of their own or other genders. A person may also identify as pansexual.
• Cisgender: A person whose gender identity corresponds to an ascribed sex.
• Gay: Sexual orientation describing a person whose is attracted to people of their own gender. Also describes a man who is attracted to men.
• Gender identity: A gender with which a person describes their concept of self in regards to gender. A person's gender is their gender identity, which can be the same or different from an ascribed sex.
• Gender nonconforming: A gender identity describing a person whose gender identity or expression do not conform to conventional gender norms.
• Heterosexual or straight: Sexual orientation describing a person who is attracted to people of another gender.
• Lesbian: Sexual orientation describing a woman who is attracted to women.
• LGBTQA+: An initialism that stands for lesbian, gay, bisexual, transgender, questioning, asexual and associated communities.
• Nonbinary: A person whose gender both woman and man or neither woman nor man. Nonbinary people may identify as agender, genderqueer, Two Spirit or gender nonconforming.
• Questioning: A person who is in the process of exploration of their sexual orientation or gender identity.
• Sexual orientation: A descriptor of the gender(s) a person is attracted to.
• Transgender: A person whose gender identity does not correspond to an ascribed sex. A transgender person may take social, medical, or legal steps to transition from designated sex to identified gender. A person may identify as transgender before or without taking any steps to transition, as gender is self-determined and not based on social, medical, or legal recognition.
• Transgender man: A man who was ascribed female at birth.
• Transgender woman: A woman who was ascribed male at birth.

Additional Attribute Definitions

• Legal sex: The sex that is indicated on government issued ID, such as a passport, driver's license or U.S. Social Security card.
• Date of Birth: The date upon which an individual was born, including the day, month and year
• Place of Birth: The city, region and country where an individual was born.
• Marital Status: Civil status of an individual in relation to the marriage laws or customs of the country.
• Citizenship Status: An individual's status as a U.S. citizen or national, or non-U.S. citizen, including the immigration status of a non-U.S. citizen.
• Nationality: Status of belonging to a particular nation by birth or naturalization.
• Pronouns: Gender pronouns signify how someone would like to be referred to with regards to their gender identity.
• Military Service: A period of service in the armed forces.
• Legal Name: The name as it appears on a legal document such as a Social Security card or other document in which a legal name change is recorded.
• Preferred Name: The name by which a person wishes to be known and have appear in the university systems. Preferred name should be used wherever possible in the course of university business and education, except where the use of the legal name is required by university business or legal need.

Additional Protocol Definitions

• Canonical Data: Officially identified primary information that represents (typically) the original and sanctioned version and form of the information (sometimes called the "official" version). For example, the record of a student's degree program currently originates in the student information system and is the canonical record (sometimes called the "system of record") of this information.
• Data Trustee: An individual with decision-making authority regarding the data for a given business Domain. Data trustees are given this authority by the senior-most leadership at the university, the offices of the Provost and Executive Vice President, identified in the Brandeis Data Governance Policy document as the Executive Council.
• Domain: A functional area containing one or more units that have primary responsibility for managing a core university mission or business function.
• Metadata: Metadata are data about data. Metadata provide essential information for users to enable them to find the data they are seeking, to understand how to use those data (and how not to use them) and to know whom to ask if they have questions about the data.
• Shadow System: A database or dataset created and maintained outside of the systems of record whose use results in data quality issues in the associated canonical data. Data extracted from systems of record, such as reports, distribution lists and dashboards, are not classified as shadow systems. Shadow systems contain extracted data that is manipulated, extended and altered to the point where they cause data integrity issues in the corresponding system(s) of record.

Relevant Policies and Standards

• Brandeis Data Governance Policy
• Brandeis Data Classification Standard
• Brandeis Data Access Protocol

Protocol Owner

• Information Technology Services

Version History

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^[1] Attributes including name are restricted if the student places a privacy restriction

^[2] https://nces.ed.gov/ipeds/report-your-data/race-ethnicity-definitions

^[3] Definitions provided by the Brandeis University Director, Gender and Sexuality Center