Data Request Form
1. Purpose
The Data Governance Program is piloting a centralized form for requesting institutional data, whether for reporting, analysis, research, or internal system integrations. The Form is available now and is especially well-suited for difficult or complex requests such as those that span more than one data area. Over the coming months, this Form will become the standard channel for all data requests. We'll be sharing updates, training opportunities, and more information as the rollout progresses.
Dartmouth is launching this new process to ensure data requests are handled consistently and delivered in a timely manner, with reviews for compliance, security, and business justification before institutional data are released to a requestor. Submitting through this Form creates a shared record of all requests, providing visibility into which data are being requested and why. That insight guides resource allocation to deliver data more effectively and support informed, governance-aligned decision making across the university.
2. Who uses the Form
The Data Request Form is for internal requests for institutional data. Later this year, the Form will become the point of entry for all internal requests for institutional data. Training will be provided well in advance of that transition.
The Data Request Form is accessible to anyone with Dartmouth login credentials.
The Form cannot be used by external parties or for system access requests. For example, access to a HR or Finance system is requested through the System Access website.
3. How to access and submit the Form
The Form should be completed by the person receiving the data.
- Navigate to Data Request and log in.
- Click "Request Information" to open the Form.
- Complete all required fields, providing as much detail as possible, and attach supporting documentation. Specificity will help identify which Data Steward(s) is responsible for your request and which data elements to provide.
- Click "Submit."
Important: The Form is simple, but it must be completed in one sitting; it cannot be saved and finished later. Check out Data Request Form for a preview.
4. Review timeframes
It's best to submit your Form well before your requested completion date because complex requests can take longer to review for a decision. Factors that could extend the review process include requesting sensitive data, requesting data that need to be sourced from multiple business units, or requesting delivery through a technical resource such as an API.
- Submission Confirmation
Immediately after your request is submitted, you will receive a confirmation email with your ticket number. Keep this for tracking purposes.
- Initial Review
Within three (3) business days of submission, the Data Governance Manager will review the request and either contact you for additional clarifying information or forward your request to the appropriate Data Steward(s) to continue reviewing for a decision.
- Reviewing for a Decision
Reviewing requests is an iterative process. The Data Steward(s) may reach out to you with questions or information specific to their subject area. Complex requests may include consultation with the Data Governance Steering Committee and a detailed security review to ensure data are shared appropriately, securely, and in line with Dartmouth's governance and compliance obligations.
Depending on the nature of your request, you may need to sign a Data Use Agreement before your request is approved. Should a Data Use Agreement be required, you will be notified as part of the review process.
Once the review is complete, you will receive a written decision by email.
5. Preparing the Data
Approved requests will be fulfilled by the appropriate business unit(s). Preparing data to fulfill a request is often an iterative process between the requestor and subject area Data Custodian(s). The turnaround time for preparing data is dependent upon the complexity of the request and current workload of the business unit. Timeframes may vary during peak periods or if additional information is required to fulfill the request.
6. Important to know
Q: Can I edit my request after submission?
A: Once submitted, you cannot edit the Form directly. To request an update, email the Data Governance Manager and include your ticket number.
Q: Is the review of my Data Request all-or-nothing, meaning either everything is approved or the whole request is denied?
A: If something in your request raises a concern, then you'll have an opportunity to provide additional context, narrow the scope, or adjust your approach rather than simply receiving a denial. The process is designed to be a dialogue. We're actively trying to find a path to approval that meets both your needs and Data Governance standards.
Q: I know the Data Steward; can I contact them directly?
A: The Form will be the only method of requesting institutional data, but it is not intended to prevent direct communication with a Data Steward or others. The Form ensures your request is properly tracked, reviewed, and fulfilled in a timely way, and helps Data Stewards manage their responsibilities consistently across the Program.
Q: My request is time sensitive; must I use the Form?
A: We understand that some requests come with real deadlines. While the Form is the standard path for institutional data requests, we want to be as helpful as possible in time-sensitive situations. Urgent needs don't bypass the Form, but in cases where completing it beforehand isn't feasible, the Form may be filled out concurrently as the request is being processed. Contact the Data Governance Manager directly to discuss your situation and determine the best path forward.
Q: My request was denied; can it be reviewed again?
A: If your request was denied and you think the decision was not appropriate under institutional policies, then you can ask to have it reviewed by the Data Governance Executive Sponsors. To pursue this option, email the Data Governance Manager and include your ticket number.
Q: After my request is approved, if I need to work directly with someone on a pass-through operation, how do I show I have Data Steward approval?
A: When working with someone on a pass-through operation, simply reference your ticket number. They can look up your ticket to confirm your approval is in place, no additional documentation needed.
7. Contacts & support
Please contact the Data Governance Manager if you need help completing the Form, checking a submission's status, or reporting a technical issue.