Data Use Agreement

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Michigan Department of Treasury
5361 (12-15)
Data Use Agreement
Read the following agreement, then complete and sign page 4. This agreement must be submitted to Student
Scholarships and Grants (SSG) with a completed Data Receiver Designee Form (Form 5360).
Michigan Department of Treasury
Student Financial Services Bureau
Student Scholarships and Grants
And
Name of High School:
High School ACT Code:
This Data Use Agreement (hereinafter called the {“Agreement”}) is entered into by and between the above named high school
(hereinafter called {“Data Receiver”}), and the Michigan Department of Treasury (hereinafter called “Treasury”). Furthermore,
Data Receiver, will, for the purposes of this Agreement serve as an authorized representative of the Treasury. Treasury will
sometimes be referred to herein as a Data Provider.
This Agreement will become effective upon being signed by both parties and will remain effective through academic year 2015-2016
(Class of 2016). The State of Michigan defines an academic year as September 1 through August 31.
Definitions
For the purposes of this Data Use Agreement,
•
“Personally Identifiable Information (PII)” shall refer to any data elements that could potentially identify a student, parent,
or employee, and includes name, address, a personal identifier, such as Social Security Number, date of birth, place of birth, etc. as
defined in the Family Educational Rights and Privacy Act (FERPA).
•
“Confidential information”/“confidential data” shall refer to any non-public information regarding an individual student.
FERPA Regulations and Audit or Evaluation Exception
All data sharing measures will be performed in accordance with the requirements of the Federal “Family Education Rights and
Privacy Act of 1974 as amended, (20 U.S.C. §1232g) (FERPA). FERPA §1232g(b)(1)(C) provides that education records and
personally identifiable information (PII) may be released without student or parental consent to “authorized representatives of the
Comptroller General of the United States, the Secretary, or State educational authorities” for use in “connection with the audit and
evaluation of Federally-supported education programs, or in connection with the enforcement of the Federal legal requirements
which relate to such programs: Provided, that except when collection of PII is specifically authorized by Federal law, any data
collected by such officials shall be protected in a manner which will not permit the personal identification of students and their
parents by other than those officials, and such personally identifiable data shall be destroyed when no longer needed for such audit,
evaluation, and enforcement of Federal legal requirements” (FERPA §1232g(b)(3)). Additionally FERPA regulation 34 CFR §99.31(a)
(3) allows disclosure of PII without consent to authorized representatives of a state education authority .
Data Provider Obligations
The Michigan Department of Treasury maintains ownership of the data. The Data Receiver does not obtain any right, title or interest
in any of the data furnished by the provider. Treasury ensures all transmissions to the Data Receiver will be via a secured method.
Data Receiver Obligations/Other
The receiver of data maintains a stewardship responsibility for the confidentiality, preservation and quality of the data. A data
steward is responsible for the operational, technical, and informational management of the data.
a. Uses and disclosures as provided in this Agreement. Data Receiver may use and disclose the confidential information
provided by the Data Provider only for the purposes of collecting aggregate data on the number of students (and or percent
of students) that completed a Free Application for Federal Student Aid (FAFSA) and only in a manner that does not violate
state or federal privacy regulations adopted by the Data Provider. Only the individuals or classes of individuals will have
access to the data that need access to the confidential information to prepare aggregate reports.
Continue on Page 2

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