This memo clarifies institutional policy regarding access to student email addresses for the purpose of recruiting participants for research studies.

Student email addresses are considered confidential student records. Fresno State has not classified as directory information and may not be disclosed or used without the student’s authorization, consistent with the Family Educational Rights and Privacy Act.

Access to student email addresses for research recruitment without student approval will not be granted unless all of the following conditions are met:

1.     There is a documented official business need directly related to the mission or operations of Fresno State; and
2.     The request has received prior written approval from the dean or a higher-level administrator with supervisory authority over the requested student group(s).

Requests that do not meet these criteria will be denied. Fresno State’s FERPA policy and its designation of directory information are available at:
studentaffairs.fresnostate.edu/registrar/student-records/ferpa.html

Researchers are encouraged to use alternative, approved recruitment methods that do not require direct access to protected student information, such as public postings, voluntary listservs or institutionally approved recruitment platforms.

Faculty may request that the Office of Institutional Effectiveness distribute a survey on their behalf. Such requests will be reviewed using campus-approved criteria, and an initial determination will be provided. Researchers may appeal an adverse decision to the Campus Survey Committee. Decisions of the committee are final.