ATSU, AZ IRB: Recruiting ATSU Students

Process for Students to Request Student Email Addresses for Surveys and Research Projects for ASHS, ASDOH, SOMA, and CGHS

Students who would like access to ATSU students’ email addresses for any research purpose (including, but not limited to surveys, class projects, theses, and dissertations) should complete these steps at least ten (10) working days* prior to the date the addresses are needed.

Requests are only accepted for research being conducted by currently enrolled students and/or faculty. The student must have prior approval from the ATSU Institutional Review Board (IRB).

To request email addresses:

Requests will NOT be accepted from students. The student’s advisor or committee chair has to submit a written request via the Enrollment Services Ticketing system.  To submit a ticket, login in to https://service.atsu.edu/ and select New Incident.  For Category select Enrollment Service Data Request and for Subcategory select Enrollment Data Request.  Please include the following:

1. A copy of the IRB approval letter; and
2. A copy of the written permission from the Dean(s) of the requested student population (see next page for list of contacts); and
3. A description of the requested email addresses (i.e. All ATSU students, only residential students, all CGHS students, etc.)

Receiving email addresses:

1. Within 10 working days* of the request, Enrollment Services will upload an excel spreadsheet with the student’s email addresses and their degree program to the ticket and then resolve the ticket.  The advisor or committee chair (not to the student researcher) may download the spreadsheet from within the ticket.
2. If the student researcher needs to collect additional demographic information (i.e. gender, location, program year, ethnicity, etc.), they need to include that in their survey data.
3. Students who have a FERPA hold on their directory/email addresses will not be included in the population.

Using the email addresses:

1. The email addresses received cannot be released to any other parties and may only be used for the intended research project.
2. All parties involved in the research project are responsible for safeguarding and storage of the email addresses and the deletion of all student email addresses at the conclusion of the research project.
3. Enter all addresses under the “bcc” and put your own ATSU email address in the “to”. It is advisable to send your research from your ATSU email address to reduce the chance of the email being blocked as spam.
4. The first line of the research email must read, “The following research project has been approved by the ATSU Institutional Review Board.”
5. If a student requests to be removed from the email distribution of the research project, you must delete their name from the excel database and not include them in any follow-up emails.

Questions about requesting student email addresses can be directed to Enrollment Services (enrollmentservices@atsu.edu).