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Office of the Registrar

Guidelines for Student Data Use

Requesting Student Data for Use in a Research Project

As the steward of student data, the Office of the Registrar is tasked with determining whether requests for student data are compliant with the Family Educational Rights and Privacy Act of 1974 (FERPA) and thus, whether such data requests shall be fulfilled or not.

The Office of the Registrar will only disclose information from a student's educational record upon receipt of prior written consent of the student or if one of the exceptions to 34CFR99.31 has been invoked.

University officials include academic and research personnel of Kansas State University and research is held to be a legitimate educational interest of the institution, generally sufficient to satisfy the exception to 34CFR99.31, when supported by an approved University Institutional Review Board application.

However, disclosure of student data is still the institutional prerogative and IRB approval does not overrule the decision of the Registrar when the two are in conflict.

In order to request student data for research purposes, it is necessary to complete the Data Request Form - IRB and Research and submit to the Office of the Registrar at registrar@k-state.edu along with a copy of your application and/or approved IRB form. An IRB should be submitted if there is any potential for the research to be submitted for publication, even when the data were originally requested for non-research purposes.

Under no circumstances will data be released from a student record wherein the student has placed a request for "FERPA Non-disclosure Hold" to create a denial of disclosure of personally identifiable information.

All publication of findings must assure the anonymity of the data cohort by publishing only aggregate data and not publishing any data derived from a cell size of less than five.

Personally identifiable data should not be distributed via unencrypted email and must be stored in a manner to ensure its protection and confidentiality.