Student education records other than publicly available directory information are private and will not be disclosed except, to the extent applicable, to the following:
- Persons within the University who have a legitimate educational interest, defined as having responsibility for one or more of the following functions: provision of academic or personal advice and counsel to students; creation and maintenance of student educational records; supervision and certification of student educational progress for University or government purposes; enforcement of the student conduct code; appropriate law enforcement; demonstration of University compliance with governmental regulations on equal access and opportunity; representation of the University's legal interests in matters where a student record is relevant; planning, review, and conduct of research related to University educational programs; conduct of individual research projects that are designed to protect the privacy of subjects of the research.
- Other educational institutions in which the student seeks to enroll. Information that can be provided without written permission is limited to official University transcripts and test score records.
- Organizations conducting educational research studies, provided the researching organization gives written assurance that such information will not be used in such a way that students may be personally identified and the information will be destroyed when it is no longer needed for the purpose for which it was obtained.
- Persons in compliance with a judicial order or lawfully issued subpoena, provided a reasonable effort is made to notify the student of the order or subpoena prior to compliance. Immediately upon receipt of the order or subpoena, custodians should call the Office of the General Counsel at 612/624-4100.
- Persons in connection with an emergency, provided the appropriate University officials determine that release of the information is necessary to protect the health or safety of the student or other persons. Factors to be considered in determining whether information may be released for emergency purposes are a) the seriousness of the threat to health or safety, b) whether knowledge of the information is necessary to meet the emergency, c) the extent to which the parties obtaining the information are in a position to deal with the emergency, and d) whether time is of the essence in dealing with the emergency.
- Accrediting organizations and state or federal education authorities when the information is needed for monitoring, auditing, or evaluating educational programs, or for enforcement of federal legal requirements related to educational programs. Federal authorities include authorized representatives of the Comptroller General, the Secretary of the Department of Education, the Commissioner of Education, the Director of the National Institute of Education, and the Assistant Secretary for Education.
- Appropriate persons or agencies in connection with a student's application for or receipt of financial aid to determine eligibility, amount, or conditions of financial aid, and to enforce the terms and conditions of the aid.
- Parents of a dependent student as defined under the Internal Revenue Code, provided the parent provides evidence of the student's dependent status for tax purposes. These requests should be referred to the Office of the Registrar.
- The victim of an alleged perpetrator of a crime of violence or a nonforcible sex offense.