Data Requests

Forms and Considerations to Obtain Data from Columbia Public Schools (CPS)

All data requests must be submitted to one of the contacts listed below. 

Data Request Form

This document and form apply to requests for:

• Existing data, or data that must be created using existing CPS data.
• Disaggregated data, including student-level or individual-level data, and aggregate data where individuals could be identified directly or indirectly, such as small subgroup counts.

This document does not apply to requests for records related to public business or public governmental body records.

This process is not intended for researchers collecting their own data using CPS students or employees. Researchers conducting independent data collection must contact Erikka Brown at eribrown@cpsk12.org and complete the CPS Request for Research process. Any CPS data needed for the research project must be clearly defined in the research proposal.

CPS developed this document to outline requirements for individuals or organizations requesting access to CPS data, including data considered confidential, personal, or private (Confidential Data), and to ensure compliance with federal and Missouri laws, regulations, and CPS policies.

These requirements exist for both legal and ethical reasons to protect student and employee information.

• Legal background includes the Family Educational Rights and Privacy Act (FERPA), which provides parents and students with specific rights related to student records, surveys, and the collection and use of personal information. (20 U.S.C. 1232g; 34 CFR Part 99)
• Additional legal requirements come from the Protection of Pupil Rights Amendment (PPRA) (20 U.S.C. § 1232h; 34 CFR Part 98). CPS follows PPRA requirements when surveys, analyses, or evaluations are funded by the U.S. Department of Education.
• Confidential Data include:
  • Student records containing Personally Identifiable Information, as defined by FERPA.
  • Employment records containing individual-level employee data.
  • Aggregate data representing groups of fewer than ten individuals.
• Data may not be requested directly from schools or departments. All requests must be submitted through the Data Services Office or the Custodian of Records.
• The Data Request Form is required.
  • The form ensures clarity and accuracy regarding the data being requested.
  • Clearly stating the purpose of the request helps CPS respond efficiently and accurately.
• Data requests may be billed based on staff time required for data retrieval, copying, or programming, not to exceed the average hourly rate of CPS staff.
• Fees may include time needed to retrieve data.
  • An estimated cost will be provided after the form is submitted. Payment must be received before data is released.
• Access to confidential data is governed by FERPA and Board Policy EHBC.
  • Board Policy EHBC
  • Written consent is required from a parent, guardian, or eligible student before releasing confidential data.
  • Consent is valid for up to one year from the signed date.
  • The CPS consent form must be used.
  • Requested data must be clearly specified; general demographics alone are not sufficient.
• Non-confidential data may be released without consent if individuals cannot be identified.
  • Organizations are encouraged to first review publicly available data sources such as the Missouri Department of Elementary and Secondary Education (DESE).
  • DESE district data
  • National Center for Education Statistics (NCES)
  • CPS data dashboards are available under Dashboards.
• CPS does not analyze data on behalf of the requester.
  • The requester is responsible for determining how the data will be used and analyzed.
  • Providing the desired report format may assist with fulfillment.
• CPS encourages organizations to collect their own data for program evaluation. CPS data alone may not fully measure the effectiveness of programs not directly administered by CPS.