Data Requests

Staff and Faculty who have a specific business need that is not effectively met by using the standard reports found in the Department Center of Duke Hub may submit a data request to the Office of the University Registrar. All requests must be reviewed and approved by the University Registrar. It is at the discretion of the University Registrar to seek the advice of other University offices, in order to determine whether a request can be fulfilled.

Student data provided to eligible staff and faculty must be used for university purposes only. The Office of the University Registrar is the steward of student data, thereby responsible for establishing and enforcing policies to protect this data as well as safeguarding its proper use. The office is also responsible for the University’s compliance with the Family Educational Rights and Privacy Act (FERPA) and all requests for data are vetted with this compliance in mind. In general, requests for email addresses or telephone numbers to support activities such as marketing functions to promote departments or solicit membership in student organizations will be denied. The data provided is only for the sole use specified in the request. Faculty and staff needing data for research studies should obtain IRB approval prior to seeking data for their studies.

Data will be shared with staff and faculty via Duke Box, the University’s official, cloud-based storage and collaboration service. Data should be downloaded and stored on a secure device and not shared with or released to any outside organization unless otherwise agreed upon with the Office of the University Registrar. When sharing data with other designated or approved users please also do so with Duke Box.

Please plan ahead when submitting a data request to the office. A minimum of 5 business days is needed to review and process each request, a number which may increase depending on the complexity of the data requested as well as the current workload.

For questions regarding data requests, please contact Anna Kourouniotis.

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