See also X:\documentation\student\Handling Requests for Email Addresses
There is a form that the Registrar’s Office maintains –
http://www.memphis.edu/registrar/pdf-docs/forms/ferpa_stdt_research.pdf
The person must sign this form, acknowledging that they are aware of the policy that governs this data –
https://umwa.memphis.edu/umpolicies/UM1248.htm
They must also be FERPA cleared. That is really step one. They have to take the FERPA tutorial on the portal before they go any farther.
The limit of 3000 was approved by Dr. Weddle-West when Cathy was doing this. It was never incorporated into the actual policy.
Scope of OIR
Examples of data that can be requested from OIR include:
Application, admission, and enrollment information
Course enrollment and aggregated outcomes
Graduation and retention rates
Faculty and staff headcounts
Historical data and trends of the data categories above (back to Fall 2007)
Turnaround Time
For simple requests, please anticipate at least a one-week response time after the ticket has been assigned.
For more complex requests, please anticipate at least a two-week or longer response time after the ticket has been assigned.
Only emergency requests with justification for short turnaround will be prioritized for faster turnaround.
Where to Submit a Data Request
Data requests from University of Memphis faculty and staff must be submitted through the helpdesk ticketing system: https://memphis.topdesk.net/.
1. Select the Reporting and then Report/Data Extract Request options.
2. If the request involves data not handled by Institutional Research, it will be routed to the appropriate office.
Data requests from students and external parties should be emailed to institutionalresearch@memphis.edu. These parties can also view the public information available on the Institutional Research webpage: https://www.memphis.edu/oir.
What to Include in a Data Request
All requests should include descriptions of:
1. What data is being requested.
2. The purpose of the request/how the data will be used.
3. Where the data will be shared.
4. Any reporting instructions and definitions (if the data is being used to report to an organization, national survey, or other entity, they will generally define their terms and provide inclusion/exclusion criteria along with other instructions).
For individuals requesting data for research purposes (e.g., studies, theses, dissertations):
· IRB approval must already be in place, and the IRB approval information must be included in your request.
· If email addresses are being requested for surveying purposes, the requestor should provide a justification for the sample size requested (OIR will provide a random sample of email addresses). A limited number of these requests will be fulfilled each year to avoid over-surveying students.
· These requests and any others unrelated to fulfilling one’s professional responsibilities at the university will require additional consideration before being fulfilled and may require additional review from outside Institutional Research.
Requests will be fulfilled depending on FERPA regulations and university policies.