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Institutional Data Policy Training FAQ

Below are commonly asked questions regarding the Institutional Data Policy Training.

  1. What is the purpose of this training?
  2. Who should complete this training? Can anyone access the training?
  3. When does the training begin? How long do I have to complete the training?
  4. Do consultants need to take this training? What if I want a consultant to take this training?
  5. Why is this training mandatory for the central administrative system users?
  6. How long is the training module?
  7. Where do I access the training?
  8. How can I monitor training completion in my college/office?
  9. Who do I contact for more information about the training?
  10. Where do I go for help?
  11. Where do Medical Center or College of Medicine staff complete the training for the policy? Who should access the training through Carmen and who should access the training through the Medical Center NetLearn system?
  12. Is there a preferred browser or other system requirements for accessing the training?
  13. I took the training in Carmen and accepted the Confidentiality Agreement at the end of the training. How do I make sure that this was recorded? How do I know that I have completed the training?
  14. I have completed the training and accepted the Institutional Data Usage and Confidentiality Agreement before but would like to retake it. Will it allow me to repeat the training?
  15. How can I print off the Institutional Data Usage and Confidentiality Agreement?
  16. Will the date that I accepted the Institutional Data Usage and Confidentiality Agreement appear when I print it out?

Download a PDF copy of these FAQ

Further Questions?

If you have a question that is not listed above, please contact us.

What is the purpose of this training?

The Ohio State University Institutional Data policy was approved by President’s Cabinet on May 2nd. The purpose of this policy is to help ensure protection of the university’s institutional data from accidental or intentional unauthorized access, damage, alteration or disclosure while preserving the ability of authorized users to access and use institutional data for appropriate university purposes. The policy applies to all university community members, whether students, faculty, staff or agents, who have access to university institutional data. The purpose of the training is to educate users on responsible data practices and awareness of the Institutional Data Policy.

Who should complete this training? Can anyone access the training

The training is required for all current authorized users of the central administrative systems, which include PeopleSoft, eReports Portal, Student systems (Admissions, Student Financial Aid, BARS,MARX and Alma Mater including access via the University Registrar's web site) and the Operational Data Store.
Colleges and offices may wish to encourage other employees who have access to sensitive information, such as Social Security numbers, bank account information, credit card information, student records or health related information to complete this training module as well. All active employees will be able to access the training module, including graduate associates and undergraduate student employees.

When does the training begin? How long do I have to complete the training?

The Institutional Data Policy training began October 15, 2007. It is recommended that individuals with access to the central administrative systems complete the training no later than December 31, 2007.
New users of the central administrative systems must complete this training prior to being provided access to the requested system(s).

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I plan to have a consultant working in my department who will have access to restricted data. Should this individual complete the Institutional Data Policy training?

Yes, it would be desirable to have this individual complete the Institutional Data Policy training. The consultant will have to have a name.n assigned. Use tthe email form at the bottom of the page to contact us.

Why is the training mandatory for the central administrative system users?

A majority of these individuals have regular access to sensitive University data, especially Social Security Numbers. As a result, it is important to educate these users on their responsibilities in helping to protect the University’s information.

How long is the training module?

It will take approximately 30 minutes to complete the training materials, including a final assessment and acceptance of the Institutional Data Usage and Confidentiality Agreement, which is necessary in order to receive a completion for this training module.

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Where do I access the training module?

The training is available on Carmen, the University’s course management and training system. Those accessing the training after June 2008 can self-enroll in the course.
Note: Employees in the Medical Center, College of Medicine and Office of Health Sciences will access the same training module through the NetLearn system. Download instructions for accesssing NetLearn.

How can I monitor training completion in my college/office?

Senior Fiscal Officers will have access to reports through the eReports Portal. The reports became available in early November, 2007.

Who do I contact for more information about the training?

Questions regarding the training should be directed to the Office of the CIO using the mail form at the bottom of this page.

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Where do I go for help?

Help on accessing the training can be found on the Institutional Data Training page. For specific questions on using Carmen, you can either:

Where do Medical Center or College of Medicine staff complete the training for the policy? Who should access the training through Carmen and who should access the training through the Medical Center NetLearn system?

If you are a Med Center staff member, your training is via NetLearning/CBLs. NetLearning can be accessed via to http://edr.medctr.ohio-state.edu/index.html or call 293-8929. Download instructions for accesssing NetLearn.

Is there a preferred browser or other system requirements for accessing the training?

Carmen has recommended browsers and system requirements, which can be found at http://telr.osu.edu/carmen/terms/browsers.htm. Medical Center or College of Medicine staff should contact NetLearning for this information by visiting the NetLearning website at http://edr.medctr.ohio-state.edu/index.html or download instructions for accesssing NetLearn..

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I took the training in Carmen and accepted the Confidentiality Agreement at the end of the training. How do I make sure that this was recorded? How do I know that I have completed the training?

The Institutional Data Usage and Confidentiality Agreement is set-up as the final quiz within Carmen. You must select the radial button next to "I accept" and select the "Go to Submit Quiz" button for your answers to be recorded. Once you submit the quiz, a screen will confirm that your submission was successful.
You can verify whether you successfully completed each of the three mandatory items by using your "Progress Report" on the "Course Home" page. To check your "Progress Report":
  1. Login to the Institutional Data Policy Training course within Carmen.
  2. Check your "Progress Report" in the right corner of the "Course Home" page.
  3. A check mark appears next to each of the mandatory items if you successfully completed them. For example, a check mark will be next to "Accept and submit Confidentiality agreement" if you successfully accepted and submitted the Institutional Data Usage Confidentiality Agreement.
  4. If you did not complete an item, return to the course content to access that item.

I have completed the training and accepted the Institutional Data Usage and Confidentiality Agreement before but would like to retake it. Will it allow me to repeat the training?

At this time, you can only accept the Institutional Data Usage and Confidentiality Agreement once. However, you can enter the training course and review the materials at any time. If you would like to retake the Confidentiality Agreement, please use the email form below to contact us and we can assist you.

How can I print off the Institutional Data Usage and Confidentiality Agreement?

After you submit your Confidentiality Agreement, you are immediately brought to the "Quiz Submission View" screen. You can print this screen, which will show the date you submitted the confidentiality agreement and the agreement you accepted.
If you have already completed the training and wish to print the agreement, then you will need to log into Carmen again.
  • Go to the "Quizzes" link in the navigation bar of the Institutional Data Policy training course. You will see a list of quizzes, including the Institutional Data Usage and Confidentiality Agreement.
  • Select the Submission View icon.
  • Print this page.
If you would like a plain copy of the agreement, i.e. without your submission details, then use the email form below to contact us.

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Will the date that I accepted the Institutional Data Usage and Confidentiality Agreement appear when I print it out?

Yes. This date will be present both when you print the "Submission View" or "Grades" screen.

Further Questions?

If your question is not listed in the above FAQ, please contact the Institutional Data Policy Training support staff and we will respond to your inquiry as soon as possible.

Your Name:

Your e-mail address:

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