Requests for Data from Student Organizations

If you are a registered student organization with the Student Programs and Involvement (SPI) you may be eligible to obtain some directory information data elements. Depending on the request, the needs and use will determine what is the best protocol and process available for data access and engagement.

Steps for Requesting Student Data for Member Certification

To help ensure a smooth process when certifying your organization’s members, please follow the steps below:

• 1. Initial Review with SPI

  Before submitting a data request, connect with Student Programs and Involvement (SPI) to determine if your organization is eligible to request the data elements you are considering.

  Example: If you wish to request GPA or enrollment verification as a condition of continued membership, those requirements must be explicitly stated in your organization’s governing documents (e.g., charter or constitution).

  If SPI confirms that your organization meets the criteria, you may proceed to Step 2.

• 2. Advisor Contact Required

  Your official K-State Faculty or Staff Advisor must initiate the data request process. Requests will not be accepted from students, regardless of their leadership role (e.g., president, chair).

  ⚠️ Important: If any required information is missing or incorrect, the Office of the Registrar will be unable to process the request.

  The advisor should send an email to registrar@ksu.edu including the following:

  • Requested Data Elements
    Clearly list the specific data needed. If the request includes data beyond established directory information, additional student consent is required under FERPA.

  • Intended Use of the Data
    Provide a brief explanation of how the data will be used. Please note: all data provided is for one-time use only and may not be shared or forwarded to any other individual or organization.

  • Primary Contacts
    Include full contact information (email and phone) for follow-up, if needed.

• 3.Communication & Review Process

  • All communication must occur between the K-State Faculty/Staff Advisor and the Office of the Registrar. This ensures compliance with FERPA guidelines.

  • Allow at least 5–7 business days (excluding weekends and holidays) for review and processing of your request.

  Once the request has been reviewed, the Office of the Registrar will notify the K-State Faculty/Staff Advisor of the decision and outline any next steps if the request is approved.