Compliance Guide
Everything education researchers need to know about submitting restricted-use data products for IES DRR clearance — requirements, rules, and timelines.
The IES Disclosure Risk Review (DRR) is a mandatory compliance process administered by the IES Data Security Office. Before any information product based on IES or NCES restricted-use data can be published or shared with individuals outside the data license, it must receive formal DRR clearance. The review ensures that published outputs do not inadvertently disclose personally identifiable information (PII) about study participants, in accordance with the IES Restricted-Use Data Procedures Manual and NCES Statistical Standards.
All licensed users (Principal Project Officers and team members) must submit every information product based on restricted-use data before distribution. This includes:
Include your name (PPO), license number, institution, product title, dataset(s) used, product type, submission date, and any notes for the IES DRR Team (e.g., which slides contain data results).
Send the completed form and a draft copy of your manuscript, slides, or other product. Do not distribute the product before receiving clearance.
IES will notify you with either (a) no necessary changes, allowing distribution, or (b) a list of required changes to address. If changes are required, revise and resubmit to IES_DRR@ed.gov.
If the reviewed copy was a draft, send the final digital copy in its entirety to IES_DRR@ed.gov for attachment to your license file. Retain the approval email in your license file.
All unweighted sample sizes must be rounded to the nearest 10 in all tables, table headers, total rows, and in-text references. Exception: ECLS-B rounds to the nearest 50.
Sample sizes that round to zero must be shown as <10 — never as 0 or #. Use 0 only for confirmed true zeros (no cases exist).
Every table and figure must include a source note beginning with SOURCE: identifying the survey name, reference year, U.S. Department of Education, and the agency (IES/NCES).
When disclosure risk is identified: round percentages to the tenths place (e.g., 23.4%) and proportions to the hundredths place (e.g., 0.08). Apply the same changes in both tables and written text.
Clearly indicate in all tables and figures whether data are weighted or unweighted. Add the note: "Numbers are unweighted and rounded to the nearest 10."
NCES is a division within IES. Use: "data from NCES in IES." Avoid phrases like "previously within the Department of Education."
Plan for Extended Delays
Historically, IES DRR reviews were completed within 5–10 business days. However, due to ongoing budget cuts at IES and the U.S. Department of Education, manual human reviews may now take several months. Starting around early 2025, the IES DRR team was effectively reduced due to government funding cuts. Submit documents well in advance of your intended publication or conference deadlines.
Reach out to us for guidance on the DRR submission process or to learn more about DRR-AI.
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