SNAAP Participation Agreement

  1. Purpose of SNAAP Survey
    1. The Strategic National Arts Alumni Project Participation Agreement ("Agreement") is entered into between The Trustees of Indiana University on behalf of the Strategic National Arts Alumni Project ("SNAAP") and Participating Institution.
    2. The SNAAP survey is an online survey and data management and institutional improvement system designed to enhance the impact of arts-school education. SNAAP provides national data on how artists develop, helps identify the factors needed to better connect arts training to artistic careers, and allows education institutions, researchers, and arts leaders to look at the systemic factors that help or hinder the career paths of arts-school alumni.
  2. SNAAP Procedures and Safeguards
    1. SNAAP Survey administration protocol is approved by the Indiana University Institutional Review Board (IRB).
    2. SNAAP uses public key encryption with an SSL connection to support the secure transmission of data across the Internet. Access by SNAAP staff to servers storing institutional data is controlled by user IDs and passwords.
    3. Institutionally identifiable SNAAP results shall not be made public by SNAAP except by mutual agreement between SNAAP and Participating Institution, or in accordance with any applicable law, such as the Indiana Access to Public Records Act.
    4. SNAAP may partner with Harris Connect or a similar alumni tracking company to provide new and updated contact information for Participating Institution's alumni. Any new and updated contact information will be provided to Participating Institution following the administration of the survey. Participating Institution can opt out of this free service; if the institution chooses not to utilize this service, the institution must notify SNAAP directly by August 1, 2017.
    5. SNAAP project staff may use survey data in the aggregate for national reporting purposes. SNAAP may also make de-identified data available to outside researchers.
    6. Participating Institution will be charged based on the number of arts degrees conferred by Participating Institution for the most recent year verifiable by IPEDS data, as reported to the U.S. Department of Education. Canadian institutions should contact SNAAP staff for information about charges for Canadian institutions.
  3. Participating Institution Procedures and Requirements
    1. Participating Institution agrees to provide an alumni population data file containing contact information as defined by SNAAP population file guidelines. SNAAP will not use population file data for any purpose other than the SNAAP survey. SNAAP will not release contact information to a third party unless Participating Institution gives the express authority to do so (as in the case of Harris Connect or other alumni search firm) or unless required to do so by law.
    2. Participating Institution will customize its survey administration on the secure online SNAAP interface. The Participating Institution's response rates, Institutional Reports and complete dataset (when available), and other information will be housed on the SNAAP interface and accessible to all Participating Institution authorized contacts.
    3. Participating Institution may send general promotional announcements to its alumni about the project, but it may not contact individual alumni directly to recruit them for the project without prior approval from the Indiana University IRB. Participating Institution must present the SNAAP Survey as a voluntary activity; no coercion can be used to increase participation.
    4. Participating Institution must seek SNAAP's approval of all alumni participation incentives (e.g., lottery drawings and prizes) to ensure compliance with IRB requirements.
    5. Participating Institution shall pay SNAAP all applicable fees related to the survey within thirty (30) days of receipt of the survey invoice, which SNAAP will make available to Participating Institution in Fall of the year in which the survey is administered.
    6. If participating in SNAAP+, Participating Institution will have an option to pay the SNAAP+ fee over the course of three years. The Participating Institution will receive an invoice in the Fall of each year of participation. Participating Institution agrees that the full fee will be payable to SNAAP regardless of changes in Participating Institution's administration or other reasons.
  4. Use of Alumni Data
    1. Participating institutions will provide SNAAP with the following data elements: alumni_ID (Not Social Security), first and last name, gender, mailing address, phone number, email address, degree pursued, major, level of degree pursued, cohort or graduation year, department/school/college information, and other information chosen by Participating Institution.
    2. With respect to its use and handling of personally identifiable data received from the Participating Institution, SNAAP will:
      1. Use such data only for the purposes of conducting studies designed to improve arts training, inform cultural policy, and/or support artists as well as studies that evaluate the effectiveness of SNAAP survey methods in order to improve future data collection. SNAAP may make de-identified data available to interested and qualified researchers.
      2. Only use alumni contact data for the purposes of inviting alumni to participate in the SNAAP survey, or to evaluate the effectiveness of survey administration methods;
      3. Use Secure Sockets Layer (SSL) software to encrypt information during transfer from Participating Institution to SNAAP;
      4. Limit access to such data to representatives of SNAAP who have legitimate interests in the information for the purposes described above;
      5. Not provide Participating Institution's data to a third party except as permitted in this Agreement;
      6. Use the data in the aggregate for national and sector reporting purposes;
      7. Destroy such data when no longer needed for the purposes for which the study is conducted, or up to five years.
    3. Unless a Participating Institution opts out prior to providing its data files to SNAAP, SNAAP may partner with Harris Connect or a similar alumni tracking company to update and correct alumni contact information provided by the Participating Institution. SNAAP will provide Participating Institution with the updated and corrected alumni contact information following the administration of the SNAAP survey to Participating Institution's alumni.
    4. SNAAP may retain Participating Institution data in its database for 5 years. The parties understand and agree that SNAAP will maintain survey response data for an indefinite period of time, in order to enable longitudinal study of arts career trends and other analyses.
    5. The use of student data is regulated by the U.S. Family Educational Rights and Privacy Act ("FERPA"), which covers how educational institutions may share student data with outside organizations conducting research and assessment for the purpose of improving instruction.
  5. Indiana Access to Public Records. Participating Institution understands and acknowledges that SNAAP, an auxiliary unit of the Center for Postsecondary Research at Indiana University, is subject to Indiana's open records law, the Indiana Access to Public Records Act ("APRA"), Ind. Code §§ 5-14-3-1 to -10, and that compliance with APRA shall not constitute a breach of this Agreement.
  6. Assignment. This Agreement shall not be assignable by either party without the prior written consent of the other party.
  7. Force Majeure. Neither party shall be responsible or liable to the other party for nonperformance or delay in performance of any terms or conditions of this Agreement due to acts of God, acts of governments, wars, riots, fire, flood, or other causes beyond the reasonable control of the nonperforming or delayed party.
  8. Limitation on Liability. Participating Institution agrees that SNAAP, IU, and its trustees, affiliates, employees, agents, and contractors, shall not be liable to Participating Institution for any claims, liabilities, consequential or incidental damages, costs, or expenses relating to this Agreement for an aggregate amount exceeding the fees paid by Participating Institution to SNAAP.
  9. Entire Agreement. This Agreement constitutes the entire agreement between the parties regarding the subject matter described herein and supersedes any prior negotiations and agreements. This Agreement may not be modified or amended in any respect except by a written agreement executed by both parties. The terms and conditions of this Agreement shall extend to, be binding upon, and inure to the benefit of the heirs, administrators, representatives, executors, successors and assigns of the parties.