Policy for access and use of Bio-demographic Data

Bio-demographic data about an individual, including race or ethnicity, gender identity, and sexual orientation is considered confidential data. As such, this data may only be collected, stored and reported in very specific ways, designed to ensure that this data remains confidential. Following are some guidelines to help you understand when and how you may use and report this data. If any questions arise, please contact Analytical Services & Institutional Research for clarification and support.

  1. Bio-demographic data for a given population of people may only be disclosed to the public, or in a way in which it might easily be shared with the public, if this information is obtained directly from a source that is already public. The BU Fact Book, Fact Sheet and Common Data Set from the Boston University Facts website can be treated as public information.
  2. Bio-demographic data at the individual, record level may never be disclosed on a public basis.
  3. Aggregate counts of Bio-demographic data may be disclosed internally. Bio-demographic data about the BU Community, even when aggregated, is considered sensitive data and is not intended to be shared with the public. Aggregated data should not be disclosed outside of the University without the express permission of the appropriate Data Trustee.
  4. Bio-demographic data at the individual, record level may only be shared internally for appropriate business needs if all identifying information (whether individual such as BUID, or which in combination could identify a person) has been removed from the data.
  5. Whenever bio-demographic data is at the individual level and includes identifying information (name, BUID, email) or includes data which in combination could lead to identification, it is considered confidential information. Only authorized users with a documented “need to know” and explicit permission from the Data Trustee may have access to confidential race/ethnicity data.

 

These guidelines have been developed and approved in consultation with the Strategic Information Group.  Please send any questions to asirhelp@bu.edu.