American University in Cairo
PRE-4: Reporting Methodologies

Data Collection Process

The preparation of this report followed a structured data collection process to ensure the accuracy, completeness, and reliability of the information provided. The process included the following steps:

1. Identification of Required Data

The Sustainability Office began by thoroughly reviewing the report guidelines to identify all necessary data points required to address the specific questions and criteria outlined. This included both quantitative and qualitative information related to sustainability practices, operations, and institutional performance.

2. Data Gathering from Internal Records

The Sustainability Office first collected all available data from its internal records and tracking systems. This included historical sustainability reports and internal databases to ensure accuracy, consistency, and comparability across reporting periods.

3. Coordination with Relevant Departments

For any information not readily available within the Sustainability Office, the team proactively reached out to the relevant departments and offices responsible for the required data. These included, but were not limited to:

• Facilities Management
• Finance Department
• Academic Affairs
• Procurement and Operations

Clear communication was maintained to ensure that the data provided by each department was accurate, complete, and aligned with the report’s specific requirements. Follow-ups were conducted when clarifications or additional details were needed.

4. Data Verification

Once collected, all data underwent an internal verification process. The Sustainability Office cross-checked the information for accuracy, removed any duplicate or incomplete records, and ensured that the data adhered to the standards and definitions set out by the reporting guidelines.

5. Final Review and Validation

After compiling all the necessary data, the complete report was reviewed by senior members of the Sustainability Office to confirm the accuracy and validity of the information provided. Any discrepancies were addressed in coordination with the contributing departments before final submission.

Internal Data Quality Controls

To ensure the accuracy, reliability, and completeness of the data presented in this report, the following internal data quality controls were applied during the preparation process:

1. Error Checking and Data Validation

• All collected data were reviewed for accuracy, consistency, and completeness through both automated and manual validation methods.
• Common checks included identifying and correcting:
  • Missing or incomplete data.
  • Data that fell outside of expected ranges..

2. Adherence to Credit Criteria

• For data related to credit or financial information, strict verification was conducted to ensure compliance with established credit criteria.
• This involved checking that:
  • All entries complied with institutional credit policies.
  • Values met the eligibility and calculation standards set by the reporting framework.
  • Any data exceptions were flagged and corrected in consultation with the relevant department before inclusion.

3. Collaboration with Relevant Departments

• During the data collection process, if the Sustainability Office did not have access to certain required data, the team directly engaged with the appropriate departments to obtain the necessary information.
• This ensured that:
  • All data were sourced from the most accurate and up-to-date records.
  • The information corresponded precisely to the specific questions and criteria required by the report.

4. Personnel Training

• Staff responsible for data collection, validation, and reporting received regular training to maintain high data quality standards.
• Training covered areas such as:
  • Data governance and accuracy standards.
  • Credit policy compliance and relevant reporting guidelines.

5. Documentation and Quality Assurance

• All steps in the data preparation process were fully documented, including:
  • The sources of all data collected.
  • Validation procedures applied.
  • Any adjustments made and their justifications.
• A final quality assurance review was performed before submission to ensure that all data met the necessary standards and to maintain a clear audit trail for future reference.