Release of Wiscard ID Photos to Campus Software Applications

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Policy Number:
UW-500
Responsible Office:
Data, Academic Planning & Institutional Research

University Policy

Rationale/​Purpose:

Wiscard photos are sensitive data per UW-504 Data Classification. Some services across campus rely on photos as one component of verifying an individual's identity. This policy establishes data management and data governance principles for the release and use of Wiscard photos.

Definitions:
Core Person Data Domain
Basic demographic and contact data elements that describe UW-Madison constituents. 
Data Domain
A high-level functional category, as designated by the Data Governance Council, for the purpose of assigning accountability and responsibility for institutional data. Each data domain has a data trustee.
Data System Custodian
Individual(s) responsible for the administration of institutional data systems, tools, and resources. Data system custodians are identified by institutional data stewards as a primary point of contact for data management issues that require administrative resources.
Institutional Data
Information, regardless of medium, generated, collected, stored, maintained, transmitted, enhanced, or recorded by or for the university to conduct university business. It includes data used for planning, managing, operating, controlling, or auditing university functions, operations, and mission. It does not include data generated by research, or data owned or generated by a party outside the university when used in research, conducted at the university, under the auspices of the university, or with university resources.
Institutional Data Steward
Individual(s) assigned by and accountable to data trustees. Institutional data stewards help define, implement, and enforce data management policies and procedures within their specific data domain. Institutional data stewards have delegated responsibility for all aspects of how data is acquired, used, stored and protected throughout its entire lifecycle from acquisition through disposition.
Scope:

Applies to all of UW–Madison.

Policy:

  1. Policy 

    1. Access to Wiscard photos is limited to applications that are serving a business need for campus and rely on photo verification of individual identity.

    2. Wiscard photos fall under the Core Person Data Domain of the UW-Madison Data Governance Program overseen by the Data Governance Council.

    3. The Core Person Data Operational Governance Group is designated as the responsible institutional data steward for Wiscard photos by the Data Governance Council. Stewards carry out all data stewardship responsibilities, including provisioning access and authorization.

    4. The Wiscard Office is designated as the Data System Custodian for Wiscard photos and is responsible for the administration of institutional data systems, tools, and resources.

  2. Exceptions

    1. Exceptions may be granted by the Core Person Operational Governance Group or designee.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

Policy Administration

Approval Authority:
Provost and Vice Chancellor for Academic Affairs
Policy Manager:
Vice Provost for Data, Academic Planning & Institutional Research
Contact:
Data Governance Director -- Lisa Johnston, LRJOHNSTON@WISC.EDU, (608) 262-8637
Revised Dates:

05-24-2023

Retrieved:
07-09-2025 12:43:12