Self-Service and Existing Information Sources
Before submitting a request, employees should first determine whether the information is available through an existing College system, report, or dashboard. Request for operational reporting, including WebReports and access to active student information (e.g., student IDs, contact information, registration status and grades), should be directed the Registrar's Office. IRPs primary role is to support institutional research, analysis, planning, quality assurance, and reporting rather than operational reporting needs.
Common examples include:
- Student records, registration information, grades, and operational reports available through WebReports and Registrar's Office services.
- Financial information available through Finance reporting tools.
- Human resources information available through Human Resources systems and reports.
Requests for information already available through existing reporting tools may be redirected to the appropriate department.
Service Expectations and Timelines
IRP strives to provide efficient, transparent, and equitable service delivery. All requests are reviewed and prioritized based on institutional priorities, resource availability, complexity and compliance considerations.
Request Review and Approval
- Acknowledgement of Request: Within five (5) business days of submission.
- Approval and Prioritization: Requests will be reviewed by the requestor's Workplace Leader and IRP leadership before work begins.
Service Delivery Standards
Once a request has been approved and all required information has been received:
- Initial Scoping/Clarification (if required): Within seven (7) business days.
- Standard Requests (simple data pulls or guidance): Within ten (10) business days.
- Moderate Complexity Requests (custom datasets, basic analysis, survey setup): Within four (4) weeks.
- Complex Requests (research reports, advanced analytics, longitudinal studies): Within eight (8) weeks, depending on scope and priorities.
Timelines are estimates and may be affected by request complexity, data availbility, legislative requirements, concurrent workload, and institutional priorities. Requests supporting legislated, ministy, audit, accreditation, or executive reporting requirements maybe prioritized.
Service Request Process
- Requestor
- After reviewing the service overview, please fully complete a service request ticked. Requests must be include sufficient detail to allow IRP to assess, scope, feasibility, and timelines. Incomplete requests may be returned for clarification, which may impact delivery timelines.
- Approval
- Requests must be reviewed and approved by the requestor's Workplace Leader (Manager/Director/ Associate Dean/Dean) and IRP leadership.
- Appropriate Use of Data
- Requests must demonstrate a clear and appropriate business purpose aligned with College operations, planning, or quality assurance.
Privacy and Data Governance
All data requests are subject to Camosun College's privacy, confidentiality, and data governance policies and directives, including, but not limited to:
Requestors are responsible for ensuring that:
- Data is requested and used only for authorized administrative, planning, or statistical purposes.
- Personal identifiable information (PII) meets privacy requirements and is limited to what is necessary for the stated purpose and audience;
- PII is not authorized for external display or reporting.
- Data is handled, stored, and shared securely in accordance with College policies and applicable legislation.
- Any downstream use, reporting, or sharing of data complies with privacy and security requirements.
IRP receives the right to review, restrict, anonymize, aggregate, defer, or decline requests that do not meet privacy, ethical, resource, or institutional standards.