Policy 4.11

Part 1. Purpose

Minneapolis College complies with the Minnesota Government Data Practices Act (MGDPA) and the Family Educational Rights and Privacy Act (FERPA) governing the privacy and protection of student records. Education records under MGDPA and FERPA are considered private with certain exceptions as permitted by law. Data privacy protection provides college students the right to control the disclosure of their educational records as permitted by law.

Part 2. Definitions

For this policy, Minneapolis College uses the following definitions:

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99): A federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Directory Data: A limited set of personal information that is generally not considered harmful or an invasion of privacy if released.

LeadMN: LeadMN is the state-wide student association for students attending two-year institutions within the Minnesota State System. LeadMN provides training and development for campus leaders and lobbying for student interests with the legislative and executive branches at the State of Minnesota and federal government levels.

Limited Directory Data: Specific data elements as defined in this policy that may be released with limitations.

The Minnesota Government Data Practices Act (MGDPA): The Minnesota Government Data Practices Act (Minn. Stat. § 13) is a state law that controls how government data are collected, created, stored, used, and released.

Student Education Records: Any student record maintained by the institution that contains personally identifiable information.

Part 3. Confidentiality of Student Records

The Federal Family Education Rights and Privacy Act (FERPA) of 1974, and the Minnesota State Legislative Chapters 479 and 401 provide for specific regulations regarding the collection, security, dissemination, and confidential status of data in student records. Besides classroom academic papers, students enrolled in the College are required by various departments to supply information necessary for services to be rendered to the student. The College gives assurance that student information will be safeguarded against improper disclosure as indicated in this policy. Students who refuse to supply official college-requested information will not receive the services rendered by that department.

Part 4. Directory Data

Minneapolis College designates the following information as directory data:

• Student name;
• Major field of study;
• Dates of attendance; and
• Dates of graduation, certification, and awards.

Because directory data is considered public, the College may release such information upon request except for the directory data of students who have requested suppression. Students who wish to suppress their directory data may do so by contacting the Registrar’s Office by the fifth day of the term.

Restricting your name will result in:

• Name not being listed in commencement publications,        
• Denial of all student directory information being released to third parties, and
• The College will not verify enrollment or attendance.

Students who wish to override a suppression request for a specific party or purpose may do so by providing a written authorization to the Registrar’s Office with the specific details of the override.

Part 5. Limited Directory

Minneapolis College designates the following information as limited directory data:

• Permanent address;
• Telephone number;
• Students personal or work email address if provided by the student;
• Star ID; and
• College email address.
• Former and current students’ phone numbers, addresses, and College and/or personal email addresses (if supplied by the student) may be disclosed to the Minneapolis Foundations for events, fundraising, scholarship, and membership opportunities.

Notwithstanding any other provision of this policy, the following information is defined as Limited Directory Data for purposes of sharing with LeadMN so the association can communicate with their members: student name, email address, and Student Change Code (NEW/RTN/DROP)

In accordance with the Solomon Amendment, a federal law allowing military recruiters to access some address, biographical, and academic program information on students age 17 years and older, the College will provide the following student information upon request, unless the student has elected to suppress their information: student name, address, telephone number, date of birth, class level, home campus, and academic major.

A student may, in writing, contest the accuracy or completeness of public or private data from the college registrar; the college shall within thirty days, notify the student of the outcome of their request. The student may appeal an adverse determination of the College to the Vice President of Student Affairs.

Owner(s) Title: Vice President of Student Affairs

Date of Adoption: 8/17/2017

Date of Implementation (if different from adoption date): N/A

Date Last Reviewed: 8/28/2028 (Comprehensive Review.)

History and Subject of Revisions: 8/28/2028 (Comprehensive Review. Major revisions revolving around sharing of student data—removing public vs private, then adding directory data information. Added definitions. Removed FERPA notification since that is provided elsewhere.), 8/17/2017 (Adopted)

Regulatory Authority (e.g. Minnesota State policy, federal or state law):  Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232g, 34 CFR Part 99; Minnesota State Legislative Chapter 479 and 401; the Minnesota Government Data Practices Act, (MGDPA) Minn. Stat. Ch 13, Minn. Rules Ch 1205;