Policies on Access to Student Records

Introduction

Federal law, state law, and regents' policy govern access to student records.

The federal Family Educational Rights and Privacy Act (FERPA) as amended, and the State of Minnesota Data Privacy Act form the backdrop for the Regent's Policy on Access to Student Records. Recent U. S. Department of Education Regulations regarding FERPA have mandated additional record procedures.

Below is a summary of the "Policy on Access to and Release of Student Education Records," Office of the Vice President for Student Affairs/Office of the Registrar, September 1993. Copies of the Policy were distributed to all teaching departments. This document may be viewed at Office of the Registrar student contact areas or Access Policy. Also below are guidelines for ensuring the confidentiality of student records. These guidelines were derived from the regents' policy and from the recent U. S. Department of Education Regulations.

Directory Information

The following information is public information, unless the student has requested non-disclosure (suppress).

  • Name
  • Address
  • Electronic (E-mail) address
  • Telephone number
  • Dates of enrollment
  • Enrollment status (full/part time, not enrolled)
  • Major
  • Adviser
  • College
  • Class
  • Academic awards and honors
  • Degree received

Students have two options for directory information suppression:

  1. Suppression of address and phone information -- If this option is chosen, address, e-mail and telephone number information will not be released to third parties and name will not appear in University directories.
  2. Suppression of all directory information -- If this option is taken no information pertaining to attendance will be released.

Non-Public (Private) Information

Information other than directory information is not public and may not be released except under certain prescribed conditions. Non-releasable information includes:

  • Grades
  • Courses taken
  • Schedule
  • Test scores
  • Advising records
  • Educational services received
  • Disciplinary actions
  • Social Security Number
  • Student ID Number

Students' Rights

Students have the right to:

  • Inspect and review information in their educational records
  • Request a correction to their record
  • Suppress the release of Directory Information
  • View a copy of the institutional policy
  • File complaints with:
    U.S. Department of Education
    Family Policy Compliance Office
    600 Independence Av SW
    Washington, DC 20202

General Guidelines

The following practices will help ensure compliance with the various laws and regulations.

  • If in doubt, do not give out information. We have 30 days to respond to most legitimate requests.
  • Refer requests for information from the educational record to the appropriate education record custodian. (e.g., registrar's office)
  • Share information within the University only with those who have a "legitimate educational interest." (Those with a "legitimate educational interest" are university employees who have a need to know to carry out their defined job functions.)
  • Do not post grades or return graded materials in such a way that one student can see or ascertain the grade of another.
  • Obtain the student's written permission for any material put in a letter of recommendation. (Or give the letter to the student for distribution.)