SOM 4040 - USE OF STUDENT DATA FOR RESEARCH

Authorizing Body:

OUWB Office of Medical Education

Date Issued:

October 23, 2026

Last Update:

October 23, 2026

Last Review:

October 23, 2026

Rationale:

The purpose of this policy is to codify the process by which OUWB faculty, staff, and students can access and use its students' data for research purposes. 

Scope and Applicability:

All OUWB faculty, staff, and enrolled students.

Standard Practice Guideline:

1. OUWB faculty, staff, and students may request the use of OUWB student data for research purposes.
2. Access to requested datasets is limited to OUWB faculty, staff, and students who are engaged in projects that have received Oakland University Institutional Review Board (OU-IRB) approval.

Procedures:

1. OUWB faculty, staff, and students must submit the OUWB Medical Education Research Data Access Form to the Office of Medical Education (OME) before submitting their OU-IRB application to ensure the anticipated datasets for  the study are available and acceptable for dissemination as aggregate data in research presentations and/or publications.
2. If the data are available and the request is approved, the researcher must then submit their OU-IRB application.
3. If the researcher’s OU-IRB application has been approved, the researcher will submit their approved IRB application to OME to begin the process of gathering the datasets in consultation with the Office of Records and Registration. 
4. OME will provide the de-identified data to the requesting faculty, staff, or student, excluding any data from students who have not consented to provide their data for research purposes according to SOM 2510 - Consenting for Medical Education Research.

Definitions:

OUWB defines research as systematic investigation designed to develop or contribute to generalizable knowledge by collecting, analyzing, and interpreting data to answer questions, test hypotheses, meet objectives, and/or solve problems.

Related Policies and Forms:

Oakland University FERPA Policy
Oakland University 860 Information Security
Medical Education Research Data Access Form
Consenting for Medical Education Research

Appendix:

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