Slate for Student Success
Data Governance of Slate for Student Success
Data governance focuses on how information is shared, protected, and used responsibly in support of students.
Hobart and William Smith's IT Services regularly reviews platform security, access, and data integrations with the many services we contract with to ensure the highest level of security and protection.
The Dock will be no different. While data governance structures are in development, the following built-in features of Slate provide a foundation for security and privacy:
- Single Sign On security using HWS Credentials
- Restrictive roles/permissioning structure that only gives folks the information they need to see
- Regular audits and accountability processes (Database Stewardship and Slate Optimization)
IT Services already has a structure for this work based on permissions from PeopleSoft and other campus systems. Users will have access only to what they need, and nothing more.
To learn more about Hobart and William Smith Data Governance Policies, read the Data Classification Policy and the Information Security Policy.
The Dock’s buildout allows the campus community to engage in a larger conversation about data sharing and governance. Throughout all discussions with The Dock’s implementation, the following have been and will be prioritized: decision-making, guardrails, transparency, and stewardship. Below are a few of the most common questions asked of this project.
What information is being collected?
At launch, nothing new is being collected. The Dock will bring together information from multiple systems to showcase one’s academic progression. This information will be viewable only to those who need it.
How is that information being used?
Much of the evaluation of student success and retention efforts right now is done in silos, on an individual office basis. Evaluating impact, retention, and efficiency across the institution will better assist HWS in supporting students to degree completion. For example, on the backend, The Dock can show additional information, such as who hasn’t completed a task (e.g., Major Declaration), enabling proactive, personalized communication to be sent to that individual.
Who will have access to it?
Hobart and William Smith is guided by the law, the Family Educational Rights and Privacy Act (FERPA), to ensure that student information is only viewable to those who need it to support a student’s educational journey. The Colleges already have robust role-based permissions in place for the platforms they use. One of the very first forms/processes to be built for The Dock is an updated institution-wide FERPA form, allowing students to reaffirm and regularly update who they grant permission to access their educational records.
What about future use? What mechanisms for control and guardrails will be in place?
A student advisory group, alongside other governance committees, was established in the Spring 2026 semester. Part of their work will be to advise on data governance. This group will receive updates on what data is being collected and how it is used, with an opportunity for advisement and feedback.
In an effort to answer the above questions the Data Governance Committee put together a Data Transparency website regarding data transparency and The Dock, which lives on the The Dock and is accessible to the campus community at any time.
A Slate Data Governance Committee was convened in June and has met monthly to advise and support decision-making related to the project’s implementation.
As a committee, the group has reviewed the following:
- Roles/Permissions
- Data Transparency
- Data Classification of information coming out of PeopleSoft and into Slate
- Drafted and reviewed the following guidelines:
- Slate text use criteria
- The Dock Banner use criteria
- New user requests
- Report requests
Moving forward, this group will continue to meet monthly and aid in the creation of retention policies, participate in the annual cycle prep maintenance and review opportunity, and continue to draft guidelines and criteria for responsible database management.