The NCAA News - News and Features

March 16, 1998

New NCAA policy reaffirms confidentiality of research data

The NCAA recently adopted a formal policy on the release of membership research data that articulates the need to maintain the confidentiality of membership information and provides for a consistent approach to outside requests for data.

Over the past year, various outside entities have requested access to the Association's raw data regarding member institutions.

Unlike an aggregate research report, which may combine data from hundreds of institutions, raw data may contain personally or institutionally identifiable information.

"These requests prompted a discussion of how we should respond in general to similar inquiries," said Elsa Cole, NCAA general counsel.

The staff Executive Director's Advisory Team reviewed the matter and approved the policy at its January 27 meeting.

"Since we rely completely on the voluntary cooperation of members to acquire data, giving it out without their authorization could result in a complete lack of cooperation from members in the future," Cole said. "Our concern is that, without this data, we would be unable to perform the services that we now do for members."

Member institutions often report data of a sensitive nature, such as information about coaches' salaries or student-athletes' academic performance. That information, once compiled into a research report and examined as aggregate data, can be extremely useful in tracking trends in intercollegiate athletics.

However, the raw data used to compile such reports is confidential.

"From our perspective, it's not so much of a change in policy as it is reiterating an appropriate promise we make to our institutions," said Todd A. Petr, NCAA director of research. "We want to be able to continue to collect data in private from our members."

Petr also pointed out that the policy will not limit members' access to research reports or materials needed for legitimate research. "Our intention here is not to cut off the use of our data, but we will not give them any data that identify either an institution or a person," he said.

The policy also stipulates that all outside requests for NCAA research data -- with the exception of research reports compiled by the NCAA research department -- go through the Office of the General Counsel. Previously, inquiries regarding release of data were handled on a case-by-case basis.

"We wanted to give staff members a central place to refer requests," Cole said. "And we wanted to be consistent in our approach to requests."

Policy on Research Data

Policy on Release of Membership Research Data and Reports

"The NCAA relies on the voluntary, active cooperation of its member institutions and others to conduct its research studies on behalf of the membership. In order to obtain necessary research information from its members, the NCAA generally has promised to keep all such information confidential. It is the fulfillment of these pledges of confidentiality that has enabled the NCAA to continue to obtain data that are critical to the Association and its members.

"For these reasons, the policy of the NCAA is to abide by these pledges of confidentiality and not release non-aggregated research data without the prior permission of its members. This policy will particularly be followed in those instances in which the release of the data would be for a purpose different than our members intended when the data was submitted to the NCAA. Research reports released by the NCAA research department for the benefit of NCAA members are not included in this policy. Subpoenas and other outside requests for NCAA research materials and information, other than NCAA research reports, should be directed to the Office of the General Counsel for response."