Submit Data Request
Submit Data Request
In the last few weeks and months, the Office of Institutional Effectiveness (OIE) has received an increasing number of requests for data and data analysis from both the Loyola community and external sources. We are very pleased to be able to serve these communities, but as the number and scope of these requests have increased, we believe it is important to provide some background and guidelines to allow us to complete your task as quickly and efficiently as possible. Please read this document carefully and select that you have read this on the next page before going on to the data request form.
First, please familiarize yourself with the various types of data we have publicly available on our website (luc.edu/oie). It is possible that much if not all the data you need is already accessible. Second, we ask you to keep in mind that we are a relatively small group (small compared to similar groups at roughly equal sized institutions) and we serve the entire Loyola community. Much of our work consists of deadline driven required reports to state and federal agencies. Accurate and timely completion of these reports is mandatory; failure to comply could result in significant consequences for Loyola (such as losing all of our federal financial aid assistance). Loyola has never faced these consequences since we have never missed in a deadline in the over 3 decades OIE (and its predecessor, Institutional Research (IR)) has been in operation. These mandated reports, including bond and regulatory reports and various accreditation reports are our highest priority projects. Additionally, we are always working on multiple projects on any given day.
Therefore, in order to help us complete your projects by your requested deadlines, here are some guidelines we ask you to follow.
All data requests must be submitted via the data request form. We will not consider any requests that we do not receive through this process.
- Make your request as far in advance of your deadline as possible. As noted above, we are always working on multiple projects at once, and many of those have rigid deadlines. We hold staff meetings every other Friday at which we review all recent data requests, determine priority rankings and assign them to one or more staff. Remember that since we are always working on multiple projects, even if your request is relatively minor, there are almost certainly many other requests ahead of yours in our queue. We have recently (as of this writing in Jan. 2020) received several requests for significant amounts of data with one or two working days’ notice. These are simply not possible deadlines for us to meet.
- Provide us with a specific “needed by” date. Requests marked “urgent” or “as soon as possible” are not helpful for us in determining how to set priorities. We complete all projects as soon as we possibly can; we need to know the specific date by which you need the information. Keep in mind that we may not be able to begin work on mid to low priority requests for four or more weeks. If we cannot get to your project right away, we will contact you with our estimated delivery date.
- Be as specific as you can about the data you are requesting. We will often receive requests of the form ‘provide enrollment data for the last several years for the departments of Cartography, Geography, Forestry, etc….’
- We need to know exactly what years you are interested in, and in the example just given, we would need a complete and explicit list of all requested departments or programs. ‘Etc.’ is not a well-defined data element.
- If you are requesting data for a project that has an IRB, send us both the IRB application and IRB approval letter.
- If your request includes sending us any sensitive data, please send it to us using a secure transfer.
- If you are a PI requesting data for a grant submission, make your data request as soon after the release of the RFP as you can. If your proposal requires data from OIE and/or you anticipate needing data from OIE for programmatic activities once the program is funded, make sure your budget includes a specific line item for institutional research that should be no less than 1% of the total direct cost of your grant request. Please inform OIE of these anticipated sponsored program ongoing data needs at the time of your proposal.
- Surveys must be for research purpose and have a professor's support. OIE cannot support class projects. Surveys must have IRB approval and the IRB approval must be submitted with the request. OIE will not survey the entire population of faculty and/or students and/or staff; OIE will choose a random sample of the population to avoid survey fatigue. OIE will also administer the survey so as not to share large amounts of student, faculty, or staff contact information with students conducting research. OIE will determine the timing of surveys so as not to conflict with other surveys being administered by the university. Student research projects are among the third level of priorities for us. Other institutional surveys will take precedent. Therefore, if you would like support for OIE for survey distribution, you will want to contact OIE as early in the process as possible.
Please review the above information and then click here to submit a data request.