Student Data Request Form (For Faculty & Staff Only) - UMass Amherst: Office of the University Registrar

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UMail | SPIRE

Requests for Data From the Student Information System

This Web page is for official data requests of the University Registrar, UMass Amherst.
Guidelines for the data request process are available here.
Questions with an asterisk (*) are required. Direct any questions to Teri Miller, 545-4931.

1.* Requestor Information

Name:			Date:
Dept/Org:			Campus Address:
Phone:			Email Address:
			SPIRE ID¹:
Position: Faculty Staff Student Other

¹ This is the UserID you use to log on to SPIRE. If you are not a member of the UMass Community, enter "outside agent."

2.* Desired Format(s)

	Printed List/Report		Electronic List/Report²
	Labels (stick-on)³		Addresses for Campus Mail Services/Bulk Email

² If you are requesting a list or report in electronic format, be sure to complete questions 13 through 17 of this form (otherwise, you can stop after question 12). As it is not the policy of the University Registrar's Office to distribute data electronically, if you request an electronic list or report without a specific need, your request will be denied.

³ If you are requesting labels, you will be expected to supply the Registrar's Office with replacement media (Avery 5160 or an equivalent) by the time you pick up your output.

3.* Purpose of Request

Note: If you are using this information to do a mailing of any kind, you must submit a copy of the material that you plan to mail. You can send or bring a copy to Teri Miller in 213 Whitmore with a note indicating who it is from and which data request it accompanies. Alternatively, you can fax a copy to (413) 545-4792. If you do not include this material, we cannot process your request. For more contact information click here.

4.* Date Information Is Needed
(Allow 10 working days for processing, 15 for electronic requests)

5. If you will need this information more than once, please explain here.

6.* Who: Identify the Group of Students You Are Targeting

7.* Fields: What Information Do You Want Included for Each Student Selected?

8.* Sort: In What Order Do You Want the Information to Appear?
(i.e. alphabetical, by grad year and residence hall, etc.)

9. Title to Be Printed at Top of List/Report

10. Special Instructions

11.* Have You or Your Department/Organization Asked for This Same Information Before?

Yes

12. If Yes, Approximately When Was the Last Time?

Buckley Amendment: Confidentiality
Use of the data requested is governed by Federal law (P.L. 93-280 as amended, the "Family Educational Rights and Privacy Act of 1974," also known as FERPA), state statute (G.L. Chapter 66A, the "Fair Information Practices Act"), and University policy (Board of Trustees Document T77-059, "Fair Information Practices Regulations"). Recipients of such data are responsible for compliance with the subject acts, which govern the use and dissemination of educational records, as are those releasing such information. Details are available from the Legal Office, 300 Whitmore. They can be reached at 545-2204.

I attest that the information I have provided is accurate and correct to the best of my knowledge, that the information I receive will be used for the purposes stated and that I will abide by the provisions of the applicable laws and regulations.

Signature of Requestor
NOTE: Checking this box indicates your "signature."
"Signature of Requestor" checkbox must be checked to process your request.

*** If you are not requesting electronic output, you can stop here and click the "Submit Request" button below. Otherwise, answer questions 12 through 16, giving as much detail as you can, and click the second "Submit Request" button at the bottom of the page. ***

(click "Submit Data Request" only once)

13. Why Do You Need This Data Electronically, as Opposed to Receiving It in a Printed Format Such as Labels or a Report?

14. Will the Data Be Needed Only Once? If not, how often do you propose to get a new data file from the Registrar's Office to replace the data you will have? (Note that a primary concern for approval is continued use of out-of-date data. It is better to request an update periodically, rather than reuse old data.)

15. How Do You Intend to Use the Information? (e.g., Do you plan to use the information to track students, send them mailings or contact them via telephone/email? Do you intend to use the data to produce reports about students? To whom would you provide such reports?) Whatever your intention, you are required to detail all uses of the data and attach to this request samples of any mailings you will produce (close-to-final drafts are acceptable as long as the text is in it's final state).

Note: should you later want to use the data for any other purpose, you MUST get approval from the Registrar's Office.

16. Do You Intend to Make Any Updates to This Data? If so, please describe the nature of these updates. Usually, we will suggest that you request updated reports from the Registrar's Office, rather than updating the data yourself.

17. Who Will Have Access to This Data, Either Electronically or Through Printed Reports, Labels, etc.? Please specify their names and UMass affiliations. Note that access must never be given to anyone other than those approved here.

Please keep in mind that the Registrar's Office takes its responsibility to protect the confidentiality of UMass students very seriously. We expect you to have sufficient security measures in place to assure us that no information supplied to you by this office will be seen by any but the intended recipients, listed above in Question 16. If any of this is unclear, or you have any questions about security and/or another aspect of the data request process, please feel free to call Teri Miller at 545-4931.

(click "Submit Data Request" only once)