Do I need my site's permission to use data in my ILE?

Your ILE is an academic document that faculty, committee members, and sometimes the public will read. Data and documents from your site weren't created for that audience, so treat using them in your paper as something that needs clearance, not something you assume.

Ask early and get it in writing

As soon as you know your ILE will draw on site work, ask your preceptor what you may include. Be specific: aggregate results, charts, internal reports, quotes from interviews, or the organization's name. A short email confirming the answer protects you both. Some organizations are happy to be named; others prefer "a county health department in the Midwest."

Check the rules that already apply

• Data use agreements or confidentiality forms you signed at onboarding may limit what leaves the organization
• HIPAA applies if your site is a covered entity, such as a clinic, hospital, or health plan, or handles data for one. Other privacy laws and data agreements may apply elsewhere, so treat identifiable health information as off-limits in a student paper either way
• IRB review may be needed if your project counts as research, especially if you plan to publish or present beyond your program

Your program decides how IRB rules apply to ILE projects, so ask your faculty advisor rather than guessing. The overview of the IRB approval process explains why this can take longer than expected.

Share less than you think you need

• Report aggregated results instead of record-level data
• Suppress small counts that could identify people
• Describe internal processes in general terms
• Remove names of clients, staff, and partners unless they agreed

If permission is denied

You can still write a strong paper. Describe your methods, your role, and what you learned without the underlying numbers, or use comparable public data to illustrate the same analysis. Tell your advisor early so the paper's plan can adjust. Clearance for your ILE doesn't automatically cover your portfolio or job applications, so ask about those uses separately.