AFFILIATE DATABASE ACCESS AND USAGE POLICIES

The Affiliate database contains information about students and employees that can be termed confidential. The database doesn't impose any access restrictions on the data elements. All data access/usage security is maintained by a separate database (the Application Security database) and/or the application used to access the data.

Any access granted to Affiliate data requires a signed Request For Computer Access form that contains information about the Family Educational Rights and Privacy Act. Any access granted to replicated Affiliate data will have to meet the same requirements as access to the original Affiliate database.

Direct access to the Affiliate database is typically granted only to application ids as opposed to individual user ids.

The procedure to grant read access to the Affiliate database is:
1. Meet with Data Administration to determine if it is appropriate for the application to read Affiliate.
2. The DBA group will create a specific read view for the application if applicable with only the data elements needed by the application.
3. The DBA group will establish an application id for access.
4 The DBA group will review the code that will be used to access Affiliate prior to implementation.
5 If the application is batch, it must be set up and run from the scheduler maintained by the Production Support group.

The Affiliate database is updated by server routines specifically written by ACIT. These server routines may be called by different types of client routines such as WEB or Powerbuilder applications.

The procedure to grant update access to the Affiliate database is:
1. Meet with Data Administration to determine if it is appropriate for the application to update Affiliate.
2. Determine method of update - Affiliate business rules state that Affiliate server routines must be called to update Affiliate.
3. If exceptions to #2 are granted, the programmer needs to get approval from Data Administration and the DBA group for the method of update.
4. The DBA group will create a specific update view for the application, if applicable, containing only those data elements required to update the data.
5. The DBA group will establish an application id if other than Affiliate server routines are used.
6. The DBA group will review the code used to access the database.
7. If the application is batch, it must be set up and run from the scheduler maintained by the Production Support group.
8. Business rules for the update need to be documented.
9. Testing must be coordinated with Data Administration and the ACIT Affiliate team.