Submitting Requests and Releasing Records

Students frequently authorize disclosure of their student records to prospective employers or educational institutions. Requests may include transcripts, enrollment verifications, disciplinary records, and other information. To ensure full disclosure in accordance with the student's authorization, University administrators must consult the appropriate offices to obtain information that responds to the request.

Submitting a Request for Release of Records

The student or a third party acting on behalf of the student must submit the request in writing. The request must include the student’s full name, other identifying information such as the student ID number, a description of the records needed, and identify where the records must be sent. The request must be signed and dated. Electronic signatures are accepted as long as they can be properly verified; an email from a umn.edu account meets this requirement.

Alternatively, records can be requested using the Data Request Center with the Data Access and Privacy Office.

Responding to a Request to Release Records

• The recipient of the request must ensure that the request is signed and meets the standards above.
• If the requester has a valid authorization from the student, the recipient of the request must ensure that all records authorized by the student for release are provided. If they are responsible for the records requested, they may fulfill the request directly. If multiple units hold the records, the request should be routed to the Data Access and Privacy Office using the Data Request Center.
  • The registrar's office provides academic transcripts.
  • If disciplinary records are covered by the release and authorization, the recipient must consult with the campus's student disciplinary office or officer to determine whether any disciplinary records exist.
  • Residential life offices should also be consulted. Individual colleges or departments must not respond to a request for student disciplinary records without first checking with the central disciplinary office.

Sharing Records with Parents & Guests (PGA)

A student may share their information with parents and/or guests in My U: My Info. Once given access, parents and/or guests can view certain student information and/or make payments. Students may also revoke access at any time, without notice to the parent or guest.

Release of Applicant Information

The Minnesota Government Data Practices Act covers applicants as well as enrolled students. Information about an application may be released to:

1. the applicant;
2. the applicant's parents if the applicant is a dependent as defined under the Internal Revenue Code;
3. persons to whom the applicant has given written permission for access; and
4. University personnel who have a legitimate need to know the information for educational, administrative, or research purposes.

Lists of Students

Release of information on groups of students is permissible under certain controlled conditions. For information about obtaining student data, such as class lists or college major lists, go to the MyU Reporting Center. Lists of students to be released to third parties must not include students who have chosen to suppress their public information and cannot contain private student information.