CORE - Access

Issue/Question

• I have lost access to CORE reports I had access to before. How can I fix this?
• What if I need access to data that is outside of my CORE security domain?
• How do I request access to a report?
• How is access to a report determined?
• What do the security levels in CORE mean?
• How do I get access to a Tableau dashboard in CORE?

Environment

• Oregon State University
• CORE

Explanation

Access to CORE

OSU non-student employees are automatically granted access to CORE. What an employee can see in CORE is based on a person's position title in Banner and their access in Banner. The data stewards assign access to positions based on the standard data needs for the position (e.g. an accountant can see financial data, but not student data). People may not have access to an area or report in CORE or may lose access to an area or report in CORE for a variety of reasons:

• Error in the person's position record (unmapped position)
• Report the person is looking for is outside of the default access for their position
• Changing positions

Security Levels in CORE

Access to CORE reports and dashboards is divided up by data area (STU, FIN, etc.) and level of access (1-5). The main data areas are Student (STU), Financial (FIN), Human Resources (HR) and Pay (PAY). Other specialized areas exist too. With in these data areas people can have different levels of access:

• Level 1 is unrestricted data, which is mostly aggregate statistics (e.g. How many students are at OSU?)
• Level 2 is mostly aggregate data that is for internal use (e.g. How many students are in Business Administration?)
• Level 3 is sensitive data about individuals and FOAPAL elements (e.g. What classes is a student taking this term? What is the budget on an index? What positions has an employee held at OSU?)
  • Data at level 3 is often protected by regulations such as FERPA and HEA for student data.
  • Level 3 data is sometimes restricted to data for your college or unit. For example, at level 3 access most PAY reports will only show you data for people in your unit.
• Level 4 is data that the data steward wants to limit access to.
  • For some reports they will only run for all data if you have level 4 access. For example, most PAY reports will only allow you to search on all pay data if you have pay level 4 access.
• Level 5 is confidential data or data the data stewards want to strongly restrict access to (e.g. Is a student current on their vaccines?)

You can look up your security levels in CORE using the steps in CORE - Viewing Security Levels.

This is based on the Data Classification scheme from the Office of Information Security (OIS). You can learn more about the OIS's data classification scheme and the definition of unrestricted, sensitive and confidential data at: https://uit.oregonstate.edu/infosec/infosec-guidebook/data-classification-data-element.

Resolution

The person with the access issue should submit the CORE Security Override Request Form.

The Service Desk will review the request to see if there are technical solutions to the issue and will pass on to Data and Information Architecture (DIA) to manage the override process if needed. DIA will have the appropriate data steward review the request and make a decision to grant or deny the request. Overrides are granted in CORE to data areas, reports and dashboards by OSU's data stewards based on the requestor having a business need to see the data.

Assistance

For assistance, Contact IAR.