External Data Release Process for Rowan University

The Office of Institutional Research & Analytics (OIRA) within the Division of Academic Affairs is responsible for reporting institutional data to internal and external agencies and provides data that aligns with the U.S. Title IV mandated requirements outlined in the Integrated Postsecondary Education System (IPEDS) surveys. All externally provided data must comply, and align with IPEDS data definitions and be vetted according to the processes outlined below. 

The Common Data Set (CDS) will serve as the primary source for externally provided institutional data. 

Standard Process to Release University Institutional Data to an External Entity (e.g. U.S. News & World Report)

In general, requests for Rowan University data from external entities (such as special data collection requests, survey response requests) should be received by the Office of the University President, Office of the University Provost, and the Office of Institutional Research & Analytics. When the data collection periods open, representatives who need to assist with data provision and/or review should be contacted, and made aware of the upcoming survey.

If there are required data elements that are not available via the Common Data Set, or an officially verified data instrument, a new instrument will be developed. If the required information is not accessible through University systems, OIRA will redirect the request to the responsible person/group at Rowan and will follow-up.

Prior to the submission of an external survey, the survey must be reviewed and verified by OIRA. The survey must be submitted to OIRA at least10 business days prior to the survey deadline. In instances in which the survey collection requires data from additional departments such as Finance or HR, the respective senior representative (i.e., Chief Financial Officer, Chief Human Resources Officer, etc.) must be included in survey verification. 

College/Department Specific Release of Institutional Data (example U.S. News & World Report Online MBA Ranking Survey)

For each college/department survey the corresponding dean should be listed as a contact along with the Office of Institutional Research & Analytics and the University Provost. When the data collection period opens for the survey each representative should be contacted, and made aware of the upcoming survey.

The individual academic unit is responsible for the entry of data within each survey. Where feasible, data should be sourced from an institutionally verified data source, such as the Common Data Set or an officially verified data instrument. For data elements that are not available via an officially verified source, a request should be send sent to OIRA with at least a 15 business days' notice. If the required information is not accessible through University systems, the request for information will be redirected to the appropriate person/group at Rowan.

Prior to the submission of an external survey, the survey must be reviewed and approved by OIRA and the academic college dean. In instances in which the survey collection requires data from additional departments such as Finance or HR, the respective senior representative (i.e. Chief Financial Officer, Chief Human Resources Officer, etc.) must be included in survey verification.

Use of Internal Operational Reports for Official Rowan Reports

Prior to the distribution of an internal operational report for official use by the University President, or the board, the report must be reviewed and verified by OIRA. The report must be submitted to OIRA and the Rankings Task Force 10 business days prior to the survey deadline. In instances in which the report references data from additional departments such as Finance or HR, the respective senior representative (i.e. Chief Financial Officer, Chief Human Resources Officer, etc.) must be included in the report verification.