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• Any SQL query or script that performs an edit / delete / insert / or update of a SIS (Student Information System) production database must be approved and executed by Information and Technology Services (ITS) staff.
• No user accounts will have direct production database edit access. 
• This review process ensures that all changes adhere to data stewardship principles, maintaining data quality and standards in support of institutional goals, objectives and change control policies.
   

• For any changes or updates to existing SQL queries or scripts that directly edit a SIS production database, a TDX ticket must be submitted to ITS. 
• The TDX ticket should include detailed documentation of the proposed changes, including the purpose, scope, and expected impact on the database.
• ITS will review the TDX ticket to ensure that it aligns with the university’s data architecture and institutional processes, and that it meets the criteria for data validity, availability, accessibility, interpretation, and ease of use.
   

• As part of the current ITS change control process, ITS staff will document and record all changes by submitting TDX New Change Form. This form captures the details of the change, including the nature of the change, the number of records affected, the systems and software applications involved, contingency planning details and the date of the change. 
• The form requires leadership approvals to ensure that all changes are authorized and properly managed. 
• Scripts intended for more than one use will be stored in version control software, to track changes over time.
• This process helps maintain a clear and comprehensive documentation trail, which is essential for the long-term preservation and accessibility of digital records.
   

• Contingency plans must be developed and implemented to address any potential issues that may arise from changes to the SIS production database.
• These plans should include procedures for data recovery and restoration in the event of data corruption or loss.
   

• ITS employees responsible for processing SQL queries or scripts must follow the process outlined above.
• ITS approvers must ensure that the changes are accurate and appropriate and follow the process outlined above.
• No user accounts will have direct production database edit access.
   

**Existing approved exceptions are listed in this . Any process that updates the SIS outside this pre-approved list will not be run except by following the process described in this policy. This is a short-term exception that will be resolved in the medium term.

Policy owned by: Information Technology Services
Last reviewed date: 12/16/2024
Last updated date: 12/16/2024
Next review date: 12/1/2026