Data Requests

The Office of Institutional Effectiveness accepts requests for custom data extracts at ext. 2235. Requests are fulfilled in the order received, generally within three weeks. Requests are not expedited.

Before submitting a request, consult the Fact Book. Figures already published there are the figures of record and are not re-extracted. Where a figure in another College publication differs from the Fact Book, the Fact Book governs.

What to include in a request

• The data elements requested
• The population: term or terms, program or programs, and cohort definition if applicable
• Any disaggregation required
• Preferred format (CSV or PDF)
• The date by which the data are needed
• The intended use, and whether figures will be published outside the College

Incomplete requests are returned for clarification, which restarts the queue position. The Office publishes counts and does not publish causal interpretation of enrollment trends; requests for interpretation are declined.

Limits on release

The Office releases aggregate data only. Education records identifiable to an individual student are not released except as provided by the Family Educational Rights and Privacy Act (34 CFR Part 99). Requests for records concerning an individual student are directed to the Office of the Registrar.

Cells representing fewer than five students are suppressed. Where a suppressed cell could be recovered by subtraction from published totals, an additional cell is suppressed. Suppression is applied before release and is not negotiable by the requester.

Requests received under the Ohio Public Records Act are handled by the public records office and are not subject to the three-week schedule stated above.