Office of the Registrar Projects

Emergency Contact - Completed

The Emergency Contact tells the university who should be contacted in case a student, staff, or faculty member is involved in an emergency. New students provide this information during START registration and current students may update the information in MyOSU. By completing the form, students grant OSU permission to contact the person they provide as an emergency contact.

The FERPA statement reads, “I consent to OSU contacting the individual listed below and providing any information that OSU believes to be reasonably necessary in responding to or alleviating an emergency in which I am involved.”

Instructions for creating or updating an emergency contact:

  1. Log on to MyOSU.
  2. Click on My Personal Pages tab
  3. Under Update Personal Profile:
    1. Click Update Address or Phone Number link
    2. Click Personal Information tab near top of page
    3. Click Update Emergency Contacts and update your information accordingly.

Cooperative Open Reporting Environment (CORE)

The Cooperative Open Reporting Environment was an initiative of the OSU Provost's Office. For more information visit http://is.oregonstate.edu/project-management/core.

What is role-based security and access to the data?

Role-based security allows all people who serve in the same role to have the same access to the data. The functions performed in a role are common to all people in that role.

What is an example of a role?

Advisor, Faculty, Dean and Associate Dean are examples of four different roles. For example, anyone with a faculty role has the same access as any other faculty member.

How do I request access?

Access is based on your role at the university and will be granted upon your employment. No request for access is necessary, but you will be required to complete FERPA training to access the data.

I’m not new to the university, how will I get access?

Role-based access will be assigned with release of the CORE production environment.

How will I know what my role and access will be?

Your access will be based on the OSU definition of your Job Position.

What If I think I need a different level of access?

Levels of access are based on the business need of your job. If you need a different level of access than the one originally assigned to you, you can request a review of your access level.

What are the different levels of access?

Project leaders have defined five levels of access. However, as an in-progress project, these definitions may change. In order of increasing access:

STU Level 1 – General Information

Provides general information such as catalog, course schedules, instructors associated with the course, and terms. Some aggregate data reports may be available to this level.

STU level 2 – Student data

All data from STU Level 1 plus personal information about the student, such as student ID and demographic data.

STU Level 3 - Student, Registration and Academic History

Data commonly available to advisors and needed by advisors to do their jobs. The data is a complete academic view of the student including academic history, current registration, and graduation status.

STU Level 4 – Additional protected information

Additional data needed by those in management roles and who may not be an executive or dean of a college. 

Stu Level 5 – Executives/Deans

Student Level 5 comprises all available student data.

Will I see the same information than I currently see in Data Warehouse?

You should see more information than is currently available in the Data Warehouse model. The information in the reports is provided by the Operational Data Store, which has more information from Banner than is currently available in Data Warehouse. By law, the Registar’s Office is responsible for insuring that access to student data is appropriate and based on one's need to know. This new environment supports role-based and field-level security and provides greater security for student data. You should have access to the data you need, if you don’t, you can request a review of your access level.

Data Requests

About Data Requests

The data request form is for OSU faculty and staff to request data from Enrollment Management units, including the Office of the Registrar, the Office of Financial Aid, and the Office of Admissions. In order to uphold students' rights as protected under FERPA, we ask questions about the purpose of the data request and where/how the data will be used. The data request form is only for those individuals who are requesting data to fulfill their professional responsibilities at the institution or for those academic researchers who have obtained a determination notice from the Institutional Review Board (IRB). If you are an academic researcher wishing to obtain student data who has not yet received a determination from the IRB, you will need to fill out this feasibility form prior to receiving an IRB determination.

If you are external to OSU and have a data request, you will need to fill out a Public Records Request here.

For more general enrollment or demographic reports, please see the resources compiled by the Office of Institutional Research.

Please note:  Those requesting data should plan for the data request to take roughly two weeks; this may vary depending on the nature and complexity of the request. If you have not heard anything from us and two weeks have passed, please contact registrars@oregonstate.edu

Preparing Your Data Request

We recommend taking a few minutes to prepare the information you'll need for the data request. It asks the following questions for all purposes:

  • Select the purpose of your data request (institutional evaluation/assessment; academic research; non-research related)
    • An example of institutional evaluation/assessment: you need data on students in a particular program to see if your targeted population received services as desired or you're trying to track performance in a particular course after curriculum changes
    • An example of academic research: thesis work, dissertation work—generally anything you plan on presenting or publishing externally
    • An example of non-research related: data needed for a grant application in order to give the granting body a snapshot of the population you aim to serve with the grant
  • Do you already have access to the data that you want to use? We ask this because there are instances where individuals want to send student data outside the institution for particular reasons, whether for grants, research, et. al., but want to ensure this data release is permitted through FERPA.
  • Briefly explain the reason for your request. More specifically, why do you need this data to complete your task?
  • List all requested data fields. If you already have access to the data, please list what data fields you plan to use.
  • Indicate here if/how this data will be shared.
  • List any additional requests (e.g., actions such as sending research recruitment emails, permission to access course assignments, et. al.)

The data request form asks these additional questions/requires these actions if you are requesting data for academic research:

  • Did you submit a feasibility form through the Office of the Registrar — If you answer no, it will end the survey and direct you to the feasibility form.
  • Upload a PDF of the study feasibility determination email you received from the Office of the Registrar
  • Please indicate if there are any changes to your plan since you received your feasibility determination.
  • Does your data request involve obtaining informed consent
  • Upload your IRB-approved informed consent form
  • Indicate how the confidentiality of the data will be maintained (if applicable)
  • Upload a copy of your protocol.
  • Upload your IRB determination notice.
Process for Data Requests for Academic Research

Step one:  Submit a feasibility form with the student data you plan to use, whether you have the data or not. The OtR will forward the feasibility determination to the IRB and copy the PI listed on the form. Please be sure to keep the email that notes that your research is feasible, as the data request form asks for this documentation in order to process the data request.

Step two: Submit your protocol to the IRB.

Step three: Once you have received a determination notice from IRB, submit a data request if you need data from Enrollment Management. If your study included obtaining informed consent, you must provide information on who consented (e.g., ONID user names).