Use this checklist each time you consider submitting a data request.

Ensure you're compliant with privacy laws (e.g. FERPA) and University policy.

Review our Data Sharing Procedure and the Data Access Classification Guide.

1. Confirm Business Need
  • Do you have a valid University business reason to access or share this data?
  • If intending to share with others, refer to the Data Sharing Procedure.
  • If no or unsure, consult a Data Steward on our team.
2. Classify the Data
3. Apply Data Privacy Rules
  • Does the data include student information?
  • Understanding of FERPA?
  • No sharing of sensitive or private student data
  • Directory info: suppressible & often private
4. Choose the Right Data Type
  • Snapshot in time (based on a census date, for instance) – Use when appropriate
  • Real-time/current (usually operational or transactional in nature; access is required via DukeHub or Tableau)
5. Limit to Minimum Data Necessary
  • Only include the data needed for the specific request
  • Confirm data access roles (reach out to siss-security@duke.edu for questions regarding user role and security permissions in DukeHub)
  • Confirm understanding of FERPA and Duke data security restrictions
6. Final Checks
Still Unsure?

Contact a Data Steward or the Data Request page

Resources

Office Email: registrar@duke.edu
Data Request Page: https://registrar.duke.edu/data-reporting/data-requests
Data Training (internal): https://registrar.duke.edu/data-reporting/data-training
University Data Security Policy: https://security.duke.edu/policies-procedures-and-standards/data-security/data-security-policy