Student Records Policy
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Student Records Policy

Data Privacy
Saint Paul College complies with federal and state laws that protect the privacy of student records, including the Family Education Rights and Privacy Act of 1974 (FERPA) and the Minnesota Data Practices Act. Students enrolled in the College are required to supply information necessary for services to be rendered. Although students are not legally required to provide the requested data, all requested information is essential to College processes and services. Refusing to supply requested information may result in the denial of admission to a program, registration or other services.

The College gives assurance that student information will be safeguarded against improper disclosure as indicated in this policy. To implement the state and federal law, Saint Paul College has established a policy that affords students certain rights with respect to their educational records.

The following procedures will be followed:

  • Information gathered on students will be used only to further a student’s educational program.
  • Public information is generally available to the public; students may prevent the release of public information outside the College by submitting a written request to the Student Records Office
  • No private information will be released to the public unless the student specifically requests in writing that such information be released.
  • Requests to inspect and view educational records will be processed within 45 days of the Registrar’s receiving a written request (a fee may be charged for copies of educational records).
  • All student educational records may be subject to subpoena.
  • Requests for private information by telephone will not be honored.
  • Students must submit name change requests at the Student Records.
  • Students may submit change of address online through eServices.
  • Students must request official academic transcripts in writing or online from the College Web site.
  • Students may request that the College amend an educational record by writing the Registrar and clearly identifying what part of the record is inaccurate and why it is inaccurate.

Public Information
Public Information is available to the public and includes:

  • Name of student
  • Major program of study
  • Dates of attendance
  • Degrees, diplomas, certificates and awards received
  • Full time or part-time enrollment status
  • Participation in recognized activities
  • Photographs used in news releases or College publications.
  • Private Information is not available to the public without your written release.

Private Information
Private information includes:

  • Student address, telephone number, or email address
  • Date of birth
  • Academic information, including transcripts, grades, and assessment test results
  • Recommendation information
  • Evaluations
  • Profile information, which identifies individuals
  • Student financial aid records and other financial information
  • Background information including behavior, performance, and traits
  • Counselor records
  • Suspension or probation status
  • Conduct reports
  • Other personal information not listed in this policy.

Private information may be released by College offices to students requesting information about themselves, to appropriate College personnel, to Minnesota State Colleges and Universities personnel who have a legitimate educational interest, to the Higher Education Services Office, to the National Student Loan Clearinghouse for enrollment verification, and by court order if necessary to protect the health and safety of the student or other persons. Other exceptions authorized by law which permit the release of private information without consent include to other schools in which you seek or intend to enroll; to court, grand jury or state or federal agency, if the information is sought with a subpoena or court order; to an institution or agency related to testing, student aid, or improved instruction; to an accrediting organization in connection with its accrediting functions; or if required by a subpoena or court order, or when permitted by other state or federal laws. In addition, private information may be released to the following agencies that assist in processing financial aid: the Department of Rehabilitation Services, Veterans Administration, offices of Job Training and Partnership Act, the Bureau of Indian Affairs and other tribal offices, and county assistance agencies. Private information cannot be released to other persons/agencies unless written authorization is received from the student.

There is a federally mandated exception that authorized the release of some otherwise private information to the United States military. Under the Solomon Amendment to the National Defense Authorization Act, Saint Paul College must provide access to the following information to the United States military:

  • Address
  • Telephone listing
  • Date of birth
  • Level of education

Confidential Information is information available only to individuals or agencies authorized by law to gain access. This information may not be available to the student, depending upon the nature of the information and includes:

  • Investigation information collected for the purpose of active or pending legal action
  • Investigation information collected for the purpose of anticipated suspension or expulsion of student(s) by the College for disciplinary reasons prior to the formal action
  • Psychological reports
  • Financial records and statements of a student’s parents (however, these are accessible to the parents).

Academic records available to all colleges within Minnesota State Colleges and Universities system
If you are currently enrolled in or receiving services from one college or university within the Minnesota State Colleges and Universities system (“The System”), your academic records, including records of discipline, from that institution are available to officials of other schools within the System while you are in attendance. If you seek or intend to enroll at another institution within the System, your academic records from other institutions are also accessible to officials at the school where you are seeking to intend to enroll. Disclosures of your records to other schools under other circumstances may require your prior written consent. You have the right to request a copy of records that have been disclosed. You also have the right to request a hearing to correct any inaccurate, incomplete, or misleading information in those disclosed records. For further information about your rights please contact the Registrar at the college or university that supplied the records. All student records may be subject to subpoena. The Dean of Student Development and Services, assisted by legal counsel, shall be responsible for the release of student information subject to subpoena.

Maintenance of Records

Records pertaining to students’ histories of student conduct violations and applicable sanctions shall be kept for a minimum of five years and kept separate from students’ academic records. The only persons having access to these records shall be the President of the College, Senior Vice President of Academic Affairs and Student Development, the Dean of Student Development and Services and the Associate Dean of Student Development and Services. Any other person who wishes to review these files must have permission from the Senior Vice President of Academic Affairs and Student Development or the Dean of Student Development and Services.