Requesting student data

To import your student data into Merit, you'll often need to contact the registrar or another department at your institution to obtain the necessary dataset. 

To assist you with this process we've created the following email template that you can use and modify as necessary. 

Email Template to Registrar to Request Student Data:

Subject: Request list of all currently enrolled students
Hi [Recipient name]:
This is [Sender name, title]. I'm writing to request the most up-to-date list of currently enrolled students. Please send the list of students no later than [DATE] in the form of a spreadsheet and include the below information, in separate columns:
  • First names 
  • Last names
  • Hometowns
  • Hometown zip codes
  • Student’s campus email addresses
Additionally, your spreadsheet should include as much of the following information as possible:
  • State or Country
  • Major
  • Degree
  • Class year
  • CEEB (High School) Code*
  • Parent email addresses
  • Personal student email addresses
Our department will use this information to recognize and promote student achievements like making dean's list, honor society induction, leadership appointment, and more.
To do this, we are using a software called Merit ( Merit builds awareness of our college's programs and academic outcomes while engaging students, their families, and friends. Merit is also used to distribute these stories in the form of a press release to the hometown newspapers covering each student’s zip code.
You should know that the data we need is fully compliant with FERPA under the strictest definition of "Directory Information," Merit also includes robust opt-out provisions for students that make it easy for them to manage their privacy preferences under FERPA.
I look forward to receiving the spreadsheet so that we can promote our new students soon. Please let me know if you have any questions.
Kind regards,
[Sender Name]
*Merit uses CEEB codes to connect colleges and universities with the influencers of college-bound students. A CEEB code is a six-digit standardized ID number that is assigned to a high school, college, or university.  The CEEB code of the high schools your students' attended are usually included in your student information system as part of their application or enrollment process.

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