Data Requests

The data request form is for Oregon Tech faculty and staff to request data from the Office of the Registrar, the Office of Financial Aid, Institutional Research, 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.

  • Please Note: Data Requests will take roughly two weeks; this may vary depending on the nature of your request and the timing of the request. If you have not heard from us after two weeks, please reach out to registrar@oit.edu. 
  • Data Request Form: https://oitcentral.etrieve.cloud/Index#/form/154 

Data Request Process and Things to Consider

  • Select the purpose of your data request:
    • Departmental Evaluation or Assessment - This would be request to help evaluate initiatives within your department, as well as to help you to make decisions on program effectiveness.
    • External Purposese - This would be to present something to the Board of Trustee's, a vendor, conference presentation, etc. 
    • Student Communication - Emailing students to invite them to an event or to participate in a program. Email is not directory information at Oregon Tech, if you wish to  
  • Why do I have to do a request if I already have access to the data? 
    • We ask this because when data is used outside of it's original intention, we need to ensure that FERPA is still being upheld and that the data has been vetted through Institutional Research. 

When reporting in aggregate, we follow a general rule of 7 to protect student identity. That is, upon filtering by particular criteria, if the student group displays fewer than 17students, you should not report information for that group if that information will be available to those external to Oregon Tech. 

Yes, if you would like a report created in Edify we can facilitate that with ITS. You will need to submit the initial data request and then an MOU within Etrieve to outline how long you would need that report to be live. 

Student level FAFSA data can only be shared in very limited circumstances. Section 483(a)(3)(E) of the HEA restricts the use of the FAFSA/ISIR data to the application, award, and administration of aid awarded under federal student aid programs, state aid, or aid awarded by eligible institutions. If you believe your request would be permissable, please submit the data request form and Financial Aid can make that determination. 

This depends on two things: Do you have an educational need to know? What do you plan to do with the data? 

  • Educational need to know - Is this data needed for you to be able to complete tasks within your job description? If the answer is yes, than you would have an educational need to know this data to perform the essential duties.
  • What do you plan to with the data? If you are planning to share this data outside of you job functions, with external parties, or for grant reporting you would need to get signed release forms from the student. 

The Registrar's Office has a draft student consent form that they can work with you to develop for your needs.