The purpose of this document is to set the policies around how data requests will be processed by Institutional Research (IR). These policies address who may make data requests to IR, the types of data requests that will be serviced, the manner in which these data requests will be processed, including how priorities will be assigned to specific requests, and how notification will be provided back to the requestors.
Who may make requests?
The mission of Gallup IR is to service data requests that are internal to UNM Gallup, primarily for the purpose of reporting to external entities, and to support data-driven decision making both internally and at the level of state and federal governments. That is, even if a data request is meant to support external agencies, it should originate internally. All requests will adhere to guidelines set forth by the Family Educational Rights and Privacy Act (FERPA).
Gallup IR is not tasked with handling public information requests. These requests should be made through the UNM's custodian of public records, John Rodriguez, UNMIPRA@unm.edu, phone number: 505-277-5035.
All course, program, and/or academic requests unrelated to federal, state, or other mandatory data reports MUST BE SUBMITTED BY A DEPARTMENT CHAIR.
What type of data requests can IR service?
- Official Enrollment Information
- Graduation and Retention Rates
- Historical Data at Various Gallup Program Levels
- Course Information
- Degrees Conferred
- Other Statistical Data related to student and faculty demographics
How are data requests processed?
Data requests will be processed through an online interface. These requests will be considered by the IR analyst within the oversight of the Chief Executive Officer to determine if the request should be serviced, and if so how. For instance, the requestor may be notified that the majority of the request can be satisfied through available information, or that the analyst has been assigned to the request. In any event, the time needed to service the data request will be estimated and supplied to the requestor.
After a data request is submitted, the requestor should receive a confirmation within 48 hours that the request has been assigned a request tracking number and is being processed. At this time, the research analyst may need to follow up with the requestor regarding the request should any questions arise.
How long does it take to complete a data request?
To ensure accuracy it takes four weeks to complete and thoroughly review a data request. This timeframe can be adjusted for special circumstances, such as grant deadlines, legislative requests, and other high priority requests.