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Office of the Registrar




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  Data Requests
 

Main Menu:
Standard Instructions for Requesting Student Data from the University of South Florida
Family Educational Rights and Privacy Act (FERPA)
Directory Information and Requesting Student Records Privacy
Expense Refund Information
Data Release Disclosure Statement
Research Requests
Student Organizations
Honors Societies
Emails to Students
USF Post Office Information

Standard Instructions for Requesting Student Data from the University of South Florida
The University Registrar may release directory information to third party requestors for currently enrolled students and applicants for graduation/awarded graduates.  Requests for alumni directory information should be directed to the
University of South Florida Alumni Association. The Office of Decision Support provides headcount data through their USF INFOCENTER website.  Open Public Records requests that are not directly related to student records may be referred to the Office of the General Counsel or University Communications and Marketing.

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Family Educational Rights and Privacy Act (FERPA) 
In addition to the federal Data requests need to be made in writing (e-mail is preferred) and directed to my attention. Requests need to include the following information:
 
1. Purpose of the request, and appropriate identification of you company and who you are
2. Population selection criteria
3. Data required on the output file
4. Preferred file format - We can provide you the information in an EXCEL or ASCII comma-delimited text file, whichever is preferred. We will email you the resulting file rather than mailing it to you on disk.

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Directory Information and Requesting Student Records Privacy
(B) The Registrar's Office only provides directory information on the following groups of students:
1. Currently Enrolled Students
2. Applicants for Graduation
3. Awarded Graduates.

Data on currently enrolled students is only released after students have an opportunity to 'opt out', therefore in the Fall semester we do not release files until the fifth week of the term, in Spring and Summer semesters, it is the third week of the term.

Semester               Deadline for Students to Opt-Out
Fall Semester          Fifth Week of the Term
Spring Semester     Third Week of the Term
Summer Semester  Third Week of the Term

Students seeking privacy of their student records may submit their request electronically through the Registrar's Office Privacy Request webpage.

Your population selection criteria and the resultant output file may only be based on the following student information:

1. First Name and Last Name
2. Local Mailing Address and Permanent Mailing Addresses
3. Telephone Listing
4. Classification
5. Major Field of Study
6. Dates of Attendance
7. Degrees and Awards anticipated and/or received
8. Full and Part-Time Status

The Office of the General Counsel provides a comprehensive listing of Directory Information criteria on USF's Student Records Policy, accessible from their website.

 

 


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Expense Refund Information
(C)  The University has estimated based on prior experience and average costs that the expense refund for production of a data request for directory information is $150.00 per request. Therefore, this charge applies to all data requests, including those from researchers, student organizations and honor societies. If you would like your request(s) processed based on that estimate, you may submit the payment as indicated and your request will be processed accordingly.  This will eliminate the need for an individualized accounting and pre-approval of the cost estimate.   However, please be advised that Florida Public Record Law (FS 119) provides that the University may charge for the actual cost of duplication and any related special service charges.  Accordingly, if you as the requestor would prefer an individualized accounting of the cost of this production (such cost may exceed the estimate), the University will review the specific parameters of your data request, estimate the cost of production and submit the estimate to you for your written approval before beginning the documents production.

Payment should be made payable to the order of “University of South Florida” through either a check or money order. Send to:


Office of the Registrar
Attn: Assistant University Registrar, Systems
University of South Florida
4202 E Fowler Avenue, SVC1034
Tampa, FL 33620-6950

data requests.

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Data Release Disclosure Statement
(D) All third parties requesting data files agree to abide by the following responsibility statement: This information is being provided to you for the one-time requested purpose only. Fulfillment of your request does not constitute endorsement of your organization, product or service. Any false claim (expressed or implied) concerning the University of South Florida is expressly forbidden. Misrepresentation of the University with your organization, product or service (e.g. improper use of the University of South Florida name, seal or logo) will result in the denial of future requests for student information and possible legal action. Please be advised that the University of South Florida Office of the Registrar declines to release or sell to the public any student information, student lists, mailing labels or other education record that is not deemed 'Directory Information'. Charges associated with the attached file are to defray production costs involved in its creation. If an explanation of why the list is not a public record is required, refer to the following: USF student information is exempt from the requirements of the Florida Public Records law pursuant to the Family Educational Rights and Privacy Act and Florida Statute sections 228.093 and 240.237. If this information is inappropriately released to any other party, future requests for directory information will not be fulfilled.

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Research Requests
(E) Academic researchers, undergraduate or graduate students seeking student records data from the Office of the Registrar for their thesis or dissertation study must submit their request in writing and allow for ample time for their request to be processed. Students that seek enrollment or graduation statistics should direct their request to the Office of Decision Support. The Office of the
Registrar will agree to develop the requested file once the following requirements are met: (1) Submission of a Research Request Form, (2) receipt of an approval letter from the Institutional Review Board (IRB) and (3) a letter or email of support for the study from the faculty advisor, course instructor or committee chair. Only non-directory information or non-personally identifiable information may be released directly to the requestor. If an email blast is requested to be sent out to the targeted student population, the request must be aligned with the Email to Students policy. Questions pertaining to IRB approval may be directed to the IRB Research & Compliance Administrator at (813) 974-7454 or (813) 974-5638. 

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Student Organizations
(F) Student Organizations should first discuss their data request with the Student Organizations Coordinator for the Division of Student Affairs' Center for Student Involvement at (813) 974-5781 or (813) 974-7795.  Student representatives should submit their data request online from the Center for Student Involvement's Organization Resources webpage under Data Request for Student Organizations.  Students may also continue to submit the paper-based Student Organization Student Records Database List/Label Request Form but will require signature from the Associate Dean for Students before submitting to the Office of the Registrar.  Data requests from student organizations will not be processed until the expense refund payment has been submitted to the Registrar's Office.

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Honors Societies
(G) Honors societies are considered by the Office of the Registrar to be third-party organizations because they seek to recruit students to join their chapter and they ultimately solicit initiation/membership fees.  Additionally, the inclusion of grade point average (non-directory information, even if not displayed in the output) is not to be released outside of the USF community unless the student provides direct consent for release.
An active directory of Honors Societies officially recognized by the University can be obtained through the Organization Search webpage and selecting Honor under Category. The Registrar’s Office provides two options for fulfilling requests from honors organizations:

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Emails to Students
1. Registrar’s Office will agree to internally send an email to eligible students and to their respective USF email addresses as long as the request is academically related and not on behalf of a third-party organization.  Email requests submitted from a third-party organization are not approved by the University due to the CAN-SPAM Act of 2003 and under the USF Mass E-Mail Policy.  This federal act 
defines SPAM as “any electronic mail message the primary purpose of which is the commercial advertisement or promotion of a commercial product or service,” including email that promotes content on commercial websites. One of the requirements of this act is to honor opt-out messages promptly, which USF does not have the ability to do without interfering with other non-spam informational messages which are sent out on a regular basis by other departments on campus.

The only exception approved by the Office of the General Counsel is University-recognized H
onors organizations which will provide the Registrar’s Office with Email Subject/Header and Email Message including follow-up contact information.  The email will be dispatched from RegistrarNews (unless an approved email alias is provided). Mail merges and rich text formatting (inclusion of graphics or special characters) are not permitted. File attachments may also not be included.  The email will advise the targeted students of their opportunity to join the honors society.  This emailing format prevents the release of student email addresses to the third party organization and exclusively allows the student to self-initiate interest of joining the prospective honors organization.


USF Post Office
2. Registrar’s Office also agrees to collaborate with the USF Post Office as a means to provide a service to honor societies seeking to distribute invitation packages by mail to prospective students. The Registrar’s Office will develop an Excel file that will include First Name, Last Name, and Address.  A specified selection logic for address type can be requested.  An example would include selecting local mailing address, if inactive or null, then select permanent addresses (US addresses only).  Upon completion, the Excel file is then sent securely to the attention of Mr. Lonnie Bohannon of the USF Post Office. Mr. Bohannon then coordinates with his staff the mailing and distribution of invitations on behalf of the honors organization so that the data file will not be released outside of the USF community.

The USF Post Office reserves the right to assess shipping and handling processing fees. As part of their processing, they require that all addresses are to be checked against the National Change of Address (NCOA) database which updates address listings to the most current address on record. The fee assessment is an additional $.01 cent per each address. The minimum pieces for a permit mailing are 200 pieces. If the third-party organization is housed on-campus, they may use that campus address but they cannot use the university’s non-profit permit.  However, they may use the USF Post Office's presorted standard permit. In addition to shipping & handling fees, third party organizations may also be required to to complete and submit a Mail Service Document, accessible via
USF's Physical Plant website.  Questions pertaining to Post Office shipping and handling fees should be directed to Mr. Bohannon at either lbohannon@admin.usf.edu or by telephone at (813) 974-3885. 

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Copyright © 2008
Office of the Registrar, University of South Florida, 4202 E. Fowler Avenue, SVC1034, Tampa, FL 33620
(813) 974-2000