Northern Illinois University
Office of General Counsel

Subject Matter

Subject Matter Expert (SME)

SME Website

University legal matters and outside legal counsel services

The Office of General Counsel is the SME responsible for University legal matters and should be consulted prior to hiring outside legal counsel to perform legal services related to University business.

Office of General Counsel website

Purchase/acquisition of goods or services

Procurement Services and Contract Management is the SME responsible for facilitating purchasing processes.

Procurement website

Insurance and Risk

The Office of Risk Management is the SME for any insurance or risk-related issues.

Office of Risk Management website

International affiliations and contracts

The Division of International Affairs is the SME responsible for coordinating international relationships for the University and facilitating University policy and processes regarding international activities.

Division of International Affairs website

University/institutional data

If University/institutional data will be shared with an external party or the University will be the recipient of another party’s data, the terms related to the data sharing and use arrangement should be reviewed by the University’s Data Management Committee Chairman who is the SME. The Chairman of the Data Management Committee will review the data sharing and use arrangement and/or delegate to the appropriate University SME(s) for review, as needed.  Depending on the type of data involved, additional SME areas may be requested to participate in the review, e.g., Registration and Records or Human Resource Services. “University/institutional data” includes, but is not limited to, data related to students, faculty, staff, costs, programs and policies.

Division of IT Data Management Sub-Committee

University data use, sharing of university data to include private or personal information, health care information, student financial information

If University data will be shared with an external party, the University will be the recipient of another party’s data, or the contract must contain a Business Associate Agreement or other special conditions, the Director of Privacy is the SME.

Ethics and Compliance website

Data breach notification and requirements

If a contract contains terms which outline the obligations of the parties in the case of a breach involving personal or other sensitive or confidential information or data, including, but not limited to, provisions which detail the timing, content and procedures for notifying affected parties, individuals, regulatory bodies, and/or other relevant entities or address cooperation during investigations and potential mitigation efforts, the Director of Privacy is the SME.

Ethics and Compliance website

Non-directory student data (“FERPA” data)/student records

Registration and Records is responsible for consulting with departments on the appropriate use and sharing of student data and records, to include information that is considered non-directory (e.g., vaccination records, application materials, grades, transcripts).

Registration and Records website

Information Security

Whenever safeguarding the security, confidentiality, integrity, or availability of university data, systems, research, services, or processes is involved, the Office of Information Security is the SME and should be included in the contract review by sending an email to infosecurity@niu.edu. Covered transactions include all types of online, or on-campus, or cloud computing, storage, systems, services; or any network connected devices, or any data transported over any type of network; as well as physical forms of data such as printed paper, or separate physical digital storage.

Division of IT Office of Information Security website

Information Technology

The Division of Information Technology is the SME for information technology-related issues, including, but not limited to, the installation of equipment which requires connectivity to the University’s network, or confirmation of the University’s compliance with a vendor’s technological specifications.

Division of IT website

Credit Card Information

If the other party is involved in the processing, storage, or transmission of cardholder data, or provides services that control or could impact the security of cardholder data, the contract must contain provisions to comply with the Payment Card Industry Data Security Standards. Treasury Operations is the SME.

Treasury Operations website

Technology Accessibility

The Information Technology Accessibility Officer (ITAO) is the SME responsible for making recommendations regarding the accessibility of electronic and information technology (EIT) purchases and/or development, especially when the accessibility of a product is unknown. The ITAO also assists with assessing the accessibility of EIT and creation of an equally effective alternative when necessary if an exception is made. The ITAO may also be consulted when accessibility assessments are conducted.

Information Technology Accessibility Officer (ITAO)

Intellectual Property

The Office of the Executive Vice President and Provost and the Technology Transfer Office are the SMEs for issues involving the transfer of intellectual property (e.g., patentable inventions, copyrights, or trademarks) from the University to the other party, or from the other party to the University.

Office of the Provost website

Technology Transfer Office web page

University’s trademarks or logos - Not related to Athletics

The Division of Enrollment Management, Marketing and Communications is the SME that reviews any requests to use University trademarks and logos.

Division of Enrollment Management, Marketing and Communications (EMMC) website

University’s trademarks or logos - Related to Athletics

The Division of Intercollegiate Athletics is the SME that reviews any product licensing requests or requests to use the University’s athletic trademarks or logos.

NIU Athletics Licensing web page

Filming and/or photography on University property

The Division of Enrollment Management, Marketing and Communications and Office of Facilities Management and Campus Services are the SMEs that review any requests for filming or photography on University property.

EMMC website

Office of Facilities Management and Campus Services website

Property/Facilities

If a contract involves another party using or leasing University space, or the University using or leasing space owned by another party, the Office of Facilities Management and Campus Services is the SME.

Office of Facilities Management and Campus Services website

Use of University Facilities/Spaces

(Managed by Holmes Student Center)

 The Holmes Student Center Reservations and Events Office is the SME responsible for coordinating the rental of indoor and outdoor facilities and spaces managed by the Holmes Student Center (i.e., Holmes Student Center, Peters Campus Life Building, Anderson Hall, Engineering Building, Wirtz Hall, DuSable Hall, Graham Hall, Gabel Hall, Cole Hall, Montgomery Hall, Faraday Hall, La Tourette Hall, Psychology-Computer Science Building and outdoor spaces on the DeKalb campus).

Reservations and Event Management website 

Environment, Health and Safety

The Department of Environmental Health and Safety is the SME for compliance issues related to the environment, health or safety.

Environmental Health and Safety (EHS) website

Sponsored Programs

Sponsored Programs may include grants, contracts, and cooperative agreements for research, training and other public service activities. Sponsored Programs Administration is the SME.

Sponsored Programs Administration website

Export Control

The Office of Research Compliance, Integrity and Safety is the SME for transactions involving the transmission of any goods, software, services or technical data out of the United States, or the accepting of any such goods, software, services or technical data.

Export Control web page

Employment

Human Resource Services is the SME for any employment-related issues.

Human Resource Services website