Academic Innovation Policy on Access to Academic Innovation-held Data by Non-Academic Innovation Parties
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This policy (“Policy”) describes when the Office of Academic Innovation (“Academic Innovation”) in the University of Michigan (“University”) may provide parties outside of Academic Innovation access to unique data arising from Academic Innovation-supported initiatives (“Initiatives”). These Initiatives could be related to software applications (“Applications”), Open Learning Experiences (“OLEs”) or programs aimed at University residential students (“Programs”).
Academic Innovation supports using Initiative data to further the University’s teaching and research missions as well as to gain insight to the teaching and learning outcomes from Academic Innovation Initiatives more generally. Academic Innovation will, subject to legal and policy constraints, work with a party requesting access to Initiative data (“Requester”) as described in this Policy and provided that the Requester’s goals are in line with Academic Innovation’s mission.
II. Coordination with University Data Steward
As a prerequisite to providing data relating to students who are currently or at one time were enrolled at the University, Academic Innovation will confirm approval with the applicable Data Steward (or Manager) prior to providing this data as described in University Standard Practice Guide 601.12.
III. Types of Requesters
- University Faculty Member or Staff Member who is teaching or has taught an OLE at the University or has served or is serving as the lead innovator for an Application or Program: Academic Innovation will provide data related to the faculty member’s OLE, Application or Program provided all legal and policy requirements have been met.
- University Faculty Member or Staff Member currently collaborating with Academic Innovation on a research project: Academic Innovation will provide Initiative data related to the Requester’s Initiative to this Requester provided that all legal and policy requirements have been met. For this type of Requester, this includes completing the Student/OLE Data MOU – Research. Note that this is typically done through Requester collaborations with Academic Innovation research and development teams. If requesting either Application or Program data, AI will also need to confirm that the Requester’s intended use of the data does not conflict with the programmatic or research interests of the University Faculty Member or Staff Member who has been charged with leading the Application or Program.
- University Faculty Member or Staff Member currently using an Academic Innovation Application or Program to carry out instructional or academic advising activities at the University: Academic Innovation will provide Application data related to the Requester’s instructional or academic advising activities to this Requester provided that all legal and policy requirements have been met. For this type of Requester, this includes completing a Student/OLE Data MOU – Non-Research.
- University Faculty Member, Staff Member, or Student who is not currently involved with Academic Innovation Initiative in a material way: Academic Innovation will provide Initiative data to this Requester provided that all legal and policy requirements have been met, including completing either a Student/OLE Data MOU – Research or Student/OLE Learner Data MOU – Non-Research and the Requester meets the following additional requirements:
- The Requester’s intended use of the Application/Program data does not conflict with any ongoing activities related to the Application/Program as articulated by the Faculty Member or Staff Member leading the Application/Program and endorsed by the University Data Steward or Manager;
- The Requester provides a sufficient justification for its use of the Initiative data, as described in the Introduction to this Policy; and
- The Requester agrees to reimburse Academic Innovation for any additional costs, above the standard effort required to fulfill such a request, that Academic Innovation incurs in providing the Initiative data as requested.
- A researcher external to the University not currently in an intellectual partnership with Academic Innovation: Academic Innovation will not provide Initiative data to this Requester. External parties interested in obtaining Initiative data should work through an eligible Requester under this Policy who will be responsible for complying with existing University policies and processes around distribution of data to external parties
IV. Process for requesting data
Requesters under this Policy should aim to be as specific as possible when requesting access to data from Academic Innovation. In addition, Requesters should limit the scope of their request to make it as narrow as possible for their research or pedagogical improvement purposes.
V. Legal and Policy Considerations
Note that the University may be constrained in how it can distribute OLE data by certain contractual limitations in place with external vendors who provide platforms through which the University offers OLEs. In addition, the University typically requires the execution of a Data Use Agreement and other related agreements in certain circumstances when transferring University data to an external party. Compliance with these contractual requirements is a necessary condition before Academic Innovation will provide Initiative data to certain kinds of Requesters. Moreover, there are federal and state regulations and University policies that limit how data can be gathered, used, distributed and the like that may affect how or whether Academic Innovation provides data in a given circumstance.
Requesters must also provide a copy of their intended research protocols, along with evidence that those protocols have been either approved or exempted from regulatory oversight by an applicable Institutional Review Board.
Academic Innovation will notify Requesters if their request is limited or prevented by applicable legal or policy considerations. Requesters may then either retract their original request or modify the request as needed to satisfy the legal or policy requirements.