a specific request. The form to make requests for assistance in access and compilation of data is
available from the REAP area of the college's website. Once completed, the form should be mailed as
an email attachment to the Director of Research, Evaluation, Assessment, and Planning.
External Access: External requestors of college data should first be directed to the publicly available data
presented on the REAP area of the college’s website. If requestors cannot find the data they seek, they
may make a request for it. All requests for data from sources external to the college, excluding those
with an affiliation with the college, such as advisory committee members, Board members, or data
reported as part of the Annual Reporting Plan (see below) should be referred to REAP staff for
consideration and response.
If there is insufficient time to refer the request to REAP, REAP staff should review and approve all
proposed responses to data-based inquiries from sources external to the college prior to the information
being distributed or communicated to the external source. This may be accomplished via telephone,
email, or other form of communication with REAP staff. Even if the data to be communicated have been
generated by REAP staff and are available on the web site, REAP staff should be consulted about the
context within which the data are to be disseminated if a specific inquiry is made from an external
Data Use and Dissemination
Internal Use: All college faculty and staff are encouraged to utilize institutional data to inform their
decision-making and performance assessment. All faculty and staff have access to a variety of data
generated by REAP, for example, the Fact Book and College Profile publications, via the college’s website.
These data have been verified and are available for use in planning, evaluating programs, and making
other policy decisions for the college. Questions about appropriate use and interpretation of data should
be directed to REAP staff.
Faculty and staff who generate their own data should be trained in the software used for extraction
as well as knowledgeable about the data source(s) and data definitions. Questions about appropriate
use and interpretation of data should be directed to REAP staff and/or ITS staff.
Annual State and Federal Data Reporting
REAP staff oversee state and federal data reporting to assure timely submission of the reports. At least
one college employee is identified in the Annual Reporting Plan as being responsible for the submission of
each report. The responsible person should become familiar with the process and procedures for
submitting the required data. Once the staff member is familiar with the reporting process and
requirements, the report(s) should be submitted directly to the agency requesting the information. REAP
staff monitor that the college complies with all reporting due dates.
Agreement to comply with the College’s Data Access, Use, and Dissemination Statement
I hereby certify that I have read and agree to comply with the college’s Data Access, Use, and
Printed Name _____________________________________________ Date _____________________
Effective August 2012
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