Requesting data access matters more than it might seem.
The degree of thoughtfulness and specificity of a request for a report determines how quickly, and how accurately, that access is granted. Thoughtful requests are usually processed in a day or two. Vague ones tend to stall, require follow-up, or result in access that doesn’t quite meet the needs.
This guide walks you through requesting access to OAC in a way that sets you up for success. OAC is just one of several systems used to access institutional data, and not all data is accessible on this single platform. Along the way, this guide introduces Vanderbilt’s Data Domains, which act as a map of where institutional data lives, who is responsible for it, and how to identify the appropriate system for your needs. Understanding this structure not only helps your request move faster; it also explains why our data is organized and protected in the way it is.
What You Need to Know Before You Start
Before any OAC request for access can be completed, a few prerequisites must be in place. These exist to protect sensitive information about students and faculty.
- FERPA Training – If you’re working with student records, you must complete this training. It teaches responsible handling of student info, what can and can’t be shared, and the consequences of mishandling. FERPA, the Family Educational Rights and Privacy Act, is a federal law that protects the privacy of student education records, requiring written consent to disclose personally identifiable information, and grants students and parents rights to review records and request amendments.
- GLBA Compliance Awareness Training – If you’re working with student financial aid information or student account data, you need to understand GLBA, the Gramm-Leach-Bliley Act. This federal law protects nonpublic student financial information. GLBA requires that this data be kept secure, accessed only for legitimate business purposes, and not shared inappropriately.
- Supervisor approval– When you submit a Kuali request for student or faculty report access, it is automatically routed to your supervisor for approval. This step ensures the access aligns with your job responsibilities and that there is a legitimate business need for the data.
- Admissions Information approval
- For undergraduate admissions report access, the request is automatically routed to the Office of Undergraduate Admissions through the Kuali system for approval.
- For graduate admissions report access, the request is automatically routed to Process and Solution Implementations (PSI) through the Kuali system for approval.
- Faculty Information approval– For faculty information report access, the request is automatically routed to the Office of Faculty Affairs through the Kuali system for approval.
- Student Information approval– For student information report access, the request is automatically routed to the University Registrar’s Office (URO) through the Kuali system for approval.
- Student Accounts Information approval – For student accounts data report access, the request is automatically routed to the Office of Student Accounts through the Kuali system for approval.
Understanding the Data You’re Requesting
Vanderbilt organizes institutional data into Data Domains. Each domain has a Data Trustee responsible for ensuring the data is accurate, secure, and used appropriately, along with subdomains that reflect more specific areas of responsibility. The contents in our OAC reporting environment fall under domains outlined on the Data Domains page of the DSA website.
Once you know which type of data you need, choosing the correct request form is essential. OAC access is requested through different forms, and using the wrong one can delay processing or cause your request to be routed incorrectly.
Student Reports: OAC access request forms are available on Student Data Domain page. From there, select Access Request Forms in the left-hand menu to view the list of available security forms:
- Student Records Reports
- Undergraduate and/or Graduate & Professional Admissions Reports
- Student Financials Reports
Faculty Reports: OAC access request forms are available on Faculty Data Domain page. From there, select Access Request & Requirements in the left-hand menu to view the list of available security forms:
- Faculty Information System Reports
Describing Your Request, Where It Really Matters
When you submit your request in Kuali, you’ll be asked to describe your job responsibilities or reasons for requesting access. This section is the most important part of the request.
The goal isn’t to use technical language; it’s to clearly explain what you’re trying to accomplish. Specific, thoughtful descriptions help us determine the right reports or folders and ensure you receive appropriate access.
There are three effective ways to do this.
Best approach: Is to provide the exact report name or folder. If you can do this, your request can often be processed quickly. Ask a coworker who already uses the report and copy the name exactly as it appears in OAC. This removes all guesswork.
Mirror approach: If your role closely matches a coworker’s role, or you are replacing someone, requesting mirror access is often the fastest path. Include the person’s name and VUNetID (or email) and note that your responsibilities are the same or similar.
Detailed approach: If neither option is available, provide a detailed description of what you need. Include your role, the responsibilities that require the data, the population you work with, the period of time for which you need the data, and how you plan to use the information. Broad descriptions are acceptable if you don’t know the exact report, as long as you’re clear about what you’re trying to accomplish.
Common Mistakes That Slow Requests Down
Before you submit, avoid these pitfalls:
Being too vague, not including report names, no coworker for mirroring, etc.
❌ “I need access to OAC” (without any data domain or report name)
❌ “I need student data”
❌ “I need to see reports”
❌ “I’m new in my role and need access to whatever reports my department uses”
❌ “I need admissions data but I’m not sure what reports exist”
Why it’s a problem: This creates a lot of back-and-forth. We have to come back to you, ask for clarification, wait for your response, and then process it. It turns a 24-hour request into a week-long process.
The bottom line is, specificity is your friend. The more specific you are, the faster we can help you. It’s not just about speed, it’s about getting you exactly what you need, no more, no less.
After You Submit
Once submitted, your request routes through the appropriate approvals based on the data involved. Straightforward requests are typically provisioned within 24 hours. You’ll receive an email when access is ready, and you can begin using OAC.
Final Thoughts
Requesting data access is an opportunity to be intentional about your work. Taking a few minutes to think through what you need, why you need it, and how you’ll use it helps ensure you receive the right access and helps us support you efficiently.
Be specific. Ask questions. And if you’re unsure, reach out to data-request@vanderbilt.edu.
We’re here to help.
Data Governance & Solutions Team