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The Utah Data Alliance (UDA) Data Request is required of all non-UDA partner agencies who wish to access individual or aggregate level data. Requestors include, but are not limited to, state and federal policymakers, researchers, faculty, school districts, institutions of higher education, parents, students, and the public.
Questions about the UDA Data Request should be addressed to the UDA Research Coordinator.
Jeremy D. Franklin
Interim Research Coordinator, Utah Data Alliance
Utah Education Policy Center
University of Utah
1721 South Campus Drive
Salt Lake City, UT 84112
DATA ACCESS AND USE POLICY
Please carefully review all of the Utah Data Alliance policies.
The Utah Data Alliance (UDA) permits access to student education or wage data at various levels of granularity, from individual level datasets to aggregate data that could be made publicly available. Any data released by the UDA or any UDA partner on behalf of the UDA must be for purposes authorized under the Family Educational Rights and Privacy Act (FERPA) and other applicable privacy laws. FERPA allows for disclosure of individual level data under certain exceptions (see § 99.3).
Two exceptions relevant to researchers are
1. Releasing data to organizations conducting studies for, or on behalf of, educational agencies or institutions to develop validate or administer predictive tests; administer student aid programs; or improve instructions; and
2. Releasing data to authorized representatives of FERPA-permitted entities to audit or evaluate a Federal- or State-supported education program; or enforce or comply with Federal legal requirements that relate to those education programs.
Wage and employment data can only be released as non-personally identifiable aggregate data as allowed by law.
This policy establishes the procedures and protocols surrounding UDA data requests, including aggregate level data and individual level data. The policy is intended to be consistent with the disclosure provisions of the federal Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g, the Deficit Reduction Act of 1984, 20 CFR 630 – Income and Eligibility Verification System, the Utah Government Records Access and Management Act, and the Utah Employment Security Act.
DATA REQUEST CONTENT REQUIREMENTS
Proposals will not be formally reviewed until the UDA receives a complete proposal, consisting of two documents:
1. A completed “Utah Data Alliance Data Request” form;
2. A “Research Confidentiality and Use Agreement” signed by both the principal investigator (PI) and, as applicable, an authorized organizational representative (AOR) of the applicant organization.
If individual level data are requested, two additional documents are required:
1. The curriculum vitae of the PI designated on the Application;
2. The IRB letter of approval. In cases where unaffiliated but otherwise qualified researchers desire to conduct evaluation studies, an IRB letter of approval may be replaced by a letter petitioning UDA to waive the IRB requirement.
PROPOSAL RECEIPT DEADLINE
Requests for data may be submitted at any time.
Data requests will be reviewed within 60 days of receipt and will be: approved as is, preliminarily approved pending requested changes, held for further information, or denied by consensus of the Management Committee. If a request is approved, a timeline to deliver the data will be communicated to the requester. Depending on scope and time of year, some data requests that receive UDA approval may need to be postponed until resources and/or data are available.
To account for resources spent to fill data requests, all approved data requests will be charged a fee according to the approved fee schedule.
The PI must agree to provide the UDA with a copy of each substantive presentation or article based on the data set five full business days prior to its public release. In some cases, the UDA may also request a more extensive technical report to be provided within six months of the conclusion of the project. In such cases, the Standards for Reporting on Empirical Social Science Research published by the American Educational Research Association should be consulted as guidance in preparing the technical report (http://www.aera.net/uploadedFiles/Publications/Journals/Educational_Researcher/3506/12ERv35n6_Standard4Report%20.pdf).
DISCLOSURE OF INDIVIDUAL LEVEL DATA FOR RESEARCH
UDA may provide individual level data that does not contain any direct identifiers such as SSN and other IDs, names, or full birth dates to qualified researchers for education research and analysis purposes, with the exception of wage data. Any such disclosure shall be made only if the following requirements are met.
A. The request does not include any wage data.
B. The conditions in FERPA regulation 34 CFR 99.31(a)(6) are met.
C. Each agency whose data is included in the request must agree in writing to share the data.
D. The recipient researcher or organization has signed the “Utah Data Alliance Confidentiality and Use Agreement.”
E. In general, proposals will only be accepted from researchers and research organizations that maintain a local Institutional Review Board (IRB) registered with the Office for Human Research Protections at the U.S. Department of Health and Human Services. Exceptions to the IRB requirement may be made in cases where unaffiliated but otherwise qualified researchers are engaged to conduct evaluation studies.
I have read and understand the Data Access and Use Policy and will comply with all policies.
I have read and understand and will comply.
I will not comply.
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