Managing Student Records

POLICY STATEMENT

The University protects the rights of students with respect to their education records. Education records generally include any personally identifiable records maintained about a student by the institution, including academic, disciplinary, and administrative records. Each campus must:

• provide students with an annual notice of their rights,
• regulate access to education records in accordance with law and policy,
• maintain records as required by law and policy,
• provide students with the right to request amendment to their education records and the right to a hearing concerning their education records, and
• provide complete records, from all units at the University, in response to a student's request that records be provided.

Access to student records. University officials may have access to student information, if their responsibilities reasonably require access to that information for educational, administrative, or research purposes in the performance of their job duties. University employees who have access to student education records are obligated to carefully protect them and will be held accountable for safeguarding them. Policy or procedure violations may result in disciplinary action, including possible termination of employment, and applicable civil and criminal sanctions.

Distributing grades. The posting of grades or examination results with personally-identifiable information (i.e., student ID number, Social Security Number, student name) is prohibited. Examinations, papers, blue books, or any other graded materials that contain personally-identifiable student information (i.e., name, student ID number) should be distributed directly to students or made available for pick up in departmental offices in a manner that ensures the privacy of each student's grade.

Student right to review. Students are entitled by law to review portions of their records at the University and to request amendments of such records if the student believes they are inaccurate, misleading, or otherwise in violation of the privacy or other rights of the student.

Disclosure of student records, including disciplinary background checks. Personally-identifiable student information may only be released under the conditions outlined in the procedures or with the written permission of the student. When a student provides a valid authorization to release student records to a third party, all records that are legally covered by the authorization must be released as requested by the student. Units responding to external requests for information must ensure that the response includes all requested information that exists at the University.

REASON FOR POLICY

This policy implements Board of Regents Policy: Student Education Records, and establishes procedures to ensure compliance with state and federal law governing student education records.

PROCEDURES

FORMS/INSTRUCTIONS

APPENDICES

FREQUENTLY ASKED QUESTIONS

CONTACTS

DEFINITIONS

Directory Information

Student's name, address, etc.

Legitimate Education Interest

An interest in student records for the purpose of performing stated job duties.

Student Applicant

A person who has applied for admission to a University college. It includes students who are enrolled in a University college and are applying for admission to another University college.

Student Education Records

Any student record maintained by the institution that contains personally identifiable information.

University Official

University officials are those members of the University whose responsibilities reasonably require access to student records for educational, administrative, or research functions and may include faculty, administration, clerical and professional employees, and other persons who manage student record information.

RESPONSIBILITIES

Custodian of Education Records

Bring Board of Regents Policy: Student Education Records and other pertinent federal and state laws to the attention of all people who have access to student records. Respond to requests by student to amend an educational record.

Vice Provost & Chancellors

Appoint the custodians of student education records.

Departments with Academic Records

Adopt these administrative procedures or prepare its own departmental procedures that are set forth in the Regents and this policy.

Hearing Officers

Comply with the hearing procedures.

Registered Student

Complete a request to prevent disclosure to prohibit the disclosure of directory information during the term of enrollment.

Office of the Registrar

Publish an annual public notice designating directory information and informing students of their option to prohibit release of directory information.

University Officials

Respond to inquiries about students without their consent if the requested information is a matter of public record or directory information and not suppressed.

RELATED INFORMATION

Statutes:

• Minnesota Government Data Practices Act, Minn. Stat. section 13.01-.99.
• Family Educational Rights and Privacy Act, 20 U.S.C.A. section 1232g, and implementing regulations, 34 C.F.R. Part 99.

Related Policies:

• Board of Regents Policy: Student Education Records
• Administrative Policy: Reporting and Notifying Individuals of Information Security Breaches

HISTORY

Amended:

October 2009 - Added new procedure: Responding to Authorizations to Disclose Student Records.  Title changed from Protecting the Privacy of Student Education Records to Managing Student Records.  Clarifying changes made throughout policy.

Effective:

June 2005