The Office of the Registrar’s data access policy, which is based on the Family Educational Rights and Privacy Act (FERPA) and University policy, is included in the data request form that is required of all requestors.

By submitting a request, you agree to be bound by the terms and conditions of that policy. Note that not all requests can be approved under established policies. If we cannot approve your request, we will provide you with an explanation.

We are required by the campus implementation of FERPA to maintain a file of supporting material on uses made of student data. Therefore, please use our request form to provide the information listed below. Missing or incomplete information will delay the processing of your request.

Questions about requesting undergraduate applicant data should be directed to Thomas Skottene (217-265-5392 or tskotten@illinois.edu), questions about graduate and professional applicant data should be directed to Beth Spark (217-300-6186 or bspark@illinois.edu), and questions about student data should be directed to Rod Hoewing (217-244-6170 or rhoewing@illinois.edu).

When filling out the Student Data Request form, please consider the following as you enter the request:

1. Include who will be receiving the information, if other than yourself, and their contact information for additional follow-up about completing the request. Faculty and graduate students who are requesting data for research should forward their requests to the Division of Management Information, not the Office of the Registrar.
2. When providing a Report Title, please provide a brief, descriptive title for the data being requested. If the request will be a routine request, you can provide the title of the last request submitted for ease of finding previously provided material.
3. Let us know how the data will be used. For example, mailing/emailing material informing applicants or students of a service being provided; internal campus units needing student data to support services offered to their constituents (both academic and student services).
4. In the “Which students should be included on the report” section, please be as descriptive as possible and maybe even include selection criteria to help us in identifying the group of applicants or students for whom you are requesting the information (e.g., seniors in LAS whose home address is 61003 through 61008).
5. If requesting a list of student addresses (physical or email) for the purpose of contacting students, we ask you to provide a sample of the communication you intend to send. The request form provides a “Browse” files option to include attachment(s) to the request but please upload .pdf files only. Proposed mailings/email communications to students are subject to approval by the Office of the Dean of Students.
6. If using the Campus Mail services to print/mail materials, you will need coordinate your request with Illini Union Document Services separately. In these cases, we will send the mailing list directly to them for the actual mailer. The students and address data will not be sent to you.
7. The date when you need the information. Because requests may be submitted well in advance of the actual need, or the request should not be completed until a specific date in the semester due to business reasons of the associated data existing on student records, we have included an option for you to indicate if the data must be provided:
   • on the requested date
   • any time before the requested date or
   • no earlier than the requested date.
8. Turnaround time depends on the complexity of the request, if it is a previously provided dataset and you simply need a newer data set for the current term, and the volume of requests in the queue for processing. We appreciate your consideration in submitting requests well in advance of the actual need for the data.

Request Form