Student Data Practices Policy
Saint Paul College—A Community & Technical College complies with federal and state laws that protect the privacy of student records, including the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232g, 34 CFR 99; and the Minnesota Government Data Practices Act (MGDPA) Minn. Stat. Ch 13 Minn Rules Ch 1205; and other applicable laws and regulations concerning the handling of education records. 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, the College has established a policy that affords students certain rights with respect to their educational records.
Student: A student is an individual who has either applied for enrollment, who is currently enrolled, or has been formerly enrolled at Saint Paul College. A student is an individual receiving educational services by any method. All students have the same rights regarding their educational data.
Educational Data: Educational data are those records directly related to a student and maintained by Saint Paul College. Educational data includes, but are not limited to admissions materials, financial aid records, transcripts, class lists, class schedules, graded exams or papers, records of disciplinary procedures, work student records and much more. Certain information is exempted from the definition of “educational data” including:
- Records of instructional personnel that are kept in the sole possession of the maker and are not accessible or revealed to any other individual except a temporary substitute for the maker and are destroyed at the end of the school year.
- Law enforcement unit records-not shared with school officials and maintained for law enforcement purpose
- Medical and psychological treatment records that are maintained solely by the treating professional for treatment purposes
- Records that only contain information about a student after that individual is no longer a student at that institution (alumni data)
School Officials with a Legitimate Educational Interest
A school official is a person employed by Saint Paul College in an administrative, supervisory, and academic or support staff position. A person or company with whom Saint Paul College has contracted; a person serving on the Board of the Trustees or in the Office of the Chancellor, a student serving on an official college committee, a consultant, a college public safety officer acting in a health or safety emergency, or a person assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review educational data in order to fulfill his or her professional responsibility.
Student Rights Under FERPA and MGDPA
- A student has a right to inspect and review his or her educational records. Requests should be made in writing to the Registrar. Saint Paul College will provide access to view educational records within ten days of the student’s request. A student requesting a copy of her or her education records will be assessed the cost.
- A student has a right to consent to disclosures of information, which identify him or her personally, except to the extent that these disclosures are allowed without student consent under state and federal law.
- A student has the right to request that the Registrar correct educational data, which he or she believes to be inaccurate or misleading. The student should appeal to the Registrar and clearly identify the part of the record they want changed as well as why the record is inaccurate or misleading. Note: They right to challenge a grade does not apply under this policy unless the grade assigned was allegedly inaccurately recorded. Students will be notified of their FERPA and MGPDA rights through publications of the policy on the college website and in the Catalog
- A student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by Saint Paul College to comply with the requirements of FERPA. Students desiring to file a complaint should address the complaint to:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue SW
Washington, DC 20202-5901
Consent for Release
Saint Paul College will not permit access to or the release of personally identifiable information contained in student educational data without the written consent of the student to any third party (including parent/guardian, dependent, or spouse/domestic partner), except as authorized by FERPA and MGPDA or other applicable law. A student may grant consent by completing a Release of Information form, available in the Office of Enrollment Services. The student must present a government or college-issued photo ID in person when signing and submitting this form.
Saint Paul College designates the following information as directory data:
- Name of student
- Major program of study
- Dates of attendance
- Degrees, diplomas, certificates & awards received
- Full-time or part-time enrollment status
- Participation in recognized activities
- Photographs used in news releases or college publications
Because directory data is considered public, Saint Paul College will release such information to anyone upon request except for the directory data of students who have requested it to be withheld from public disclosure.
Limited Directory Data
Saint Paul College designates the following information as limited directory data: Student email address, personal email address, home address, and phone number. Limited directory data of students nearing completion of their studies will be released to Minnesota State institutions for recruitment and marketing communications, and to the Friends of Saint Paul College.
Student email addresses and Star ID numbers are defined as limited directory data for enterprise technology related purposes internal to the Minnesota State system that are approved by System Office IT, including, but not limited to, inclusion of email addresses and Star ID numbers in a directory accessible to Minnesota State students and employees.
A student may direct that any or all of the directory and limited directory information be withheld from public disclosure by notifying the Registrar in writing. The non-disclosure request will be permanent unless the student requests otherwise.
Release without Consent
As allowed by the MGDPA and FERPA, the college will release student records without consent:
- To appropriate school officials who require access to educational records in order to perform their legitimate educational duties
- To officials of other schools in which the student seeks or intends to enroll, or where the student is already enrolled if the disclose is for purposes related to the student’s enrollment or transfer
- To another educational agency or institution, if requested by the agency or institution where a student is enrolled or receives services while the student is notified where applicable; receives a copy of the record, if requested; and has an opportunity for a hearing to amend the record, as required by law
- To federal, state or local officials or agencies as required by the law
- In connection with a student’s application for, or receipt of, financial aid
- To accrediting organizations or organizations conducting educational studies, provided that these organizations do not release personally identifiable data and destroy such data when it is no longer needed for the purpose it was obtained
- In compliance with a judicial order or lawfully submitted subpoena, provided a reasonable effort is made to notify the student in advance unless such subpoena specifically directs the institution not to disclose the existence of a subpoena
- To appropriate persons in an emergency situation if the information is necessary to protect the health or safety of the students or their persons; or
- To an alleged victim of a crime of violence (as defined in 18 U.S.C. § 16) or non-forcible sex offence, the final results of the alleged student perpetrator’s disciplinary proceeding may be released;
- To military recruiters (as defined in 10 U.S. C. § 983) for purposes of military recruiting the following information pertaining to students (who are 17 years of age or older) enrolled at the college; names, addresses and telephone listings; data and place of birth; levels of education; academic majors, degrees received, and the most recent education institution enrolled in by the student;
- In response to an ex parte court order from the U.S. Attorney under the USA Patriot Act
Access to Education Records by Student
Upon written request, the College shall provide a student with access to his or her educational records. There is no charge for viewing the records even if the college is required to make a copy of the data in order to provide access. Responses to requests by students to review their educational records shall be within ten (10) business days.
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, the Vice President of Academic and Student Affairs and the Dean of Engagement, Persistence, and Success. Any other person who wishes to review these files must have permission from the Vice President of Academic and Student Affairs or the Dean of Engagement, Persistence, and Success.