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.
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 [email protected]. On the form, you are asked for your ONID username so that we can send you the information via Box. When the request is complete, you will receive an invite to the file from Box.
See our Student Data FAQs here.
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:
The data request form asks these additional questions/requires these actions if you are requesting data 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).
Please note: Oregon State University does not permit a request for future consent on future studies that have not gone through Institutional Review Board review. Data may be used only for the study for which students consented.
We often receive assessment data requests that ask to report aggregate numbers of students by certain criteria without obtaining student consent. When reporting in aggregate, we follow a general rule of 10 to protect student identity. That is, upon filtering by particular criteria, if the student group displays fewer than 10 students, you should not report information for that group if that information will be available to those external to OSU.