Minnesota Government Data Practices Act - Procedures for Requesting Information from the University of Minnesota

The Minnesota Government Data Practices Act ("MGDPA") requires that every state agency appoint a "responsible authority" who will "establish procedures to insure that requests for government data are received and complied with in an appropriate and prompt manner." The Data Access and Privacy Office reports to the Office of General Counsel.The University has given that responsibility to the Data Access and Privacy Office (DAP).  The Office, established in 1996 as the Records and Information Management office, serves as the University's "responsible authority" under the state public records law and also is responsible for developing, implementing, and coordinating a University-wide records management program.  

Routine Requests for Public Information

Many routine requests for public information can be obtained by contacting the following units. General information regarding students is covered in Board of Regents Policy: Student Education Records (PDF).

Academic/Student Records - Office of Registrar

Human Resource and Purchasing Requests

System-Wide Requests

Public Reports on the Web

The University of Minnesota publishes many statistical and informational reports on the website. See Appendix: Commonly Requested Public Information Links.

Data Requests

The University of Minnesota uses an online portal to manage public information requests. Please go to the Data Request Center website to complete and submit the Request for Information form. If there are questions concerning the data request process, please contact the unit listed below.

How the University responds to public data requests

1. Data requests must be submitted through the online portal at the Data Request Center.  All requests submitted through the online portal will be acknowledged and processed through the portal.  If the data is not available, the requester will be notified through the portal as soon as reasonably possible.
2. If the data are available, but the data are not public, the requester will be notified and told why the data are being withheld as soon as reasonably possible through the portal.
3. The DAP Office will work with requesters on a time frame for response, and help narrow the request as much as possible in order to provide the information requested as soon as possible.  Requesters should understand that the University of Minnesota is a large, decentralized entity, and that information they have requested may need to be gathered from several departments or units.
4. Searches for email can only be done on an individual account basis. We are not able to search emails on a University-wide basis, e.g. by a specific college or unit for emails.  Requests to search more than one University employee’s email must be submitted as individual requests and include the employee name and email address. 
5. Processing of requests will be prioritized based on the size and complexity of the request with smaller, targeted requests being processed first. Requesters submitting multiple requests can prioritize their requests.

Charging for copies of public data

6. Charges for copies of data will follow the law. For 100 or fewer paper copies, the charge is $.25 per copy. For other types or amounts of copies, the charge will vary. The law authorizes entities to charge the cost of searching for, retrieving, copying and transmitting the data. This may include employee time, materials, and mailing costs. The Responsible Authority will respond to the requester with an estimate of the charges for the copies. For the purposes of determining copy costs, multiple requests made within the same 21 day period will be treated as one request, including requests from multiple requesters from the same organization. Charges must be paid in full prior to the receipt of the copies with advance payment being required for any requests over $50.00. Charges must be paid by check, made out to the Regent’s of the University of Minnesota.

Inspection at a University office

7. Data may be looked at (inspected) at no cost. The University will work with requesters to arrange reasonable times/places for data inspection.  In the case of large requests, requesters will be given no less than 4 hours per month of inspection time at a University office.

Summary data

8. Summary data means reports or statistical data derived from private data and from which all identifying information is removed. Under M.S. 13.05, subd. 7 the requester must pay the costs of preparing summary data, which may include employee time, materials, and programming costs. If charges are necessary, DAP will inform the requester (1) whether it is possible to produce summary data without compromising confidentiality, and (2) if so, the estimated costs for producing the summary data. Charges must be paid in full prior to the information being processed.  Charges must be paid by check, made out to the Regents of the University of Minnesota.

How to request information about yourself

8. Individuals who are the subjects of data have certain rights under Minnesota state law. Additional information is available in Information on Rights of Subjects of Government Data.

Standing requests

9. Standing requests for data that do not exist at the time of the request will be honored for 60 days, after which they must be renewed to ensure that the requester is still interested in receiving the data.

Keeping Data Secure

10. The University of Minnesota has policies and procedures relating to the privacy and security of information. These policies can be found in the Information Technology section of the Univerisity policy library. 
11. In the unfortunate event that a security breach has occurred and an unauthorized person has gained access to private data on individuals, those persons will be notified as required by law.