Policies for Report Requests
Access to and use of student data is governed by both the Family Educational Rights and Privacy Act (FERPA) and university policy. Requests for data made to either the Office of the Registrar or to one of the colleges must adhere to the following guidelines:
Students should not be given data on other students directly. Student groups must work with an advisor or university department when making any data requests.
Faculty should have access to information only on the students in their classes and to grades only for those classes. Faculty who are program administrators may request data for the set of courses that fall under the umbrella of that program.
Colleges should request academic information only for students who are in their college or who are in a combined major co-sponsored by their college. Requests for basic directory information on other students are allowed as long as the reason for the data is specified in detail.
Email addresses of students should be used for academic purposes only and should not be used for solicitation to join groups or participate in research studies.
Use of Student Data
No student data (even in aggregate) should be sent outside the university or published even within the university without the consent of Institutional Research and the Office of the Registrar. This includes information sent to government agencies.
No student data should be used in human subject research studies without the approval of the Institutional Review Board (IRB).
Regular Requests for Data
Certain types of student data (such as class rosters or basic student lists) may be more readily available from key people within each college who have the ability to create reports. We encourage you to explore that option, given the volume of requests coming into the Office of the Registrar from the entire university.
If you have any questions concerning this policy, please let us know. Thank you for helping to protect the data and privacy of our student body.
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