Requesting Data from the Office of the Registrar

When student or course information is not available via EDGAR or the Reports to the President, you may request data from the appropriate Data Steward.

To request data:

Please download the Data Request Form. Complete the form and submit in one of the following ways:

• Email the completed form to the Office of the Registrar by clicking the Submit by Email button on the form.

• Print the completed form and send the hardcopy to:
  Office of the Registrar
  Rice University, MS-57
  116 Allen Center
  6100 Main Street
  Houston, Texas 77005-1892
  Phone: 713-348-4999

• Fax the completed form to 713-348-5921.

Upon receipt of a completed Data Request Form, the Office of the Registrar will evaluate the request and respond within 14 business days (not counting weekends or university holidays).

Please note: due to Student Information System migrations, the Office of the Registrar can access student data dating back to Fall 1999 and registration/course offering data dating back to Spring 2004.

Internal vs external requests

Data may be requested by internal entities such as academic departments. Distribution of data to external entities is prohibited unless approval is secured from an internal university department or office.

Data requests from external entities must be submitted in writing to the Office of the Registrar, unless expressly approved in advance by the University Registrar and/or the General Counsel. The written request must include complete and detailed specification of the data required, the purpose of its use.

Per FERPA reguations, data provided in response to an external entity's request will be limited to Directory Information:

• Name
• Level
• Class (Year of Study)
• Major
• Date of Birth
• Address
• Phone
• Email
• Residential College/Home Department

Privacy

When requesting data, please note that any entity found responsible for the inappropriate or illegal use of data provided in response to a written request may be denied further access to or services from Rice University, and may be held legally responsible.

Upon receipt of a written request, the appropriate Data Steward will review the request to determine the following:

• Compliance with Federal, State, and University guidelines for the confidentiality and release of faculty, staff and student information.
• Whether the request is from an internal entity with a legitimate business need for the data.
• Whether the request is from an external entity and all supporting documentation is present to evaluate the appropriate release of the data being requested.
• Whether the request complies with the governing policies and procedures of the respective Data Steward.

The University Registrar reserves the right to decline any data request whose intended purpose is deemed as inappropriate, offensive, in violation of Federal, State, and University guidelines and/or not in keeping with the mission and values of the University.