Saint Paul College Policies & Procedures - Student Data Practices

Part 1. Policy Statement

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.

Part 2. Definitions:

Subpart A. 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.

Subpart B. 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:

  1. 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.
  2. Law enforcement unit records-not shared with school officials and maintained for law enforcement purpose
  3. Medical and psychological treatment records that are maintained solely by the treating professional for treatment purposes
  4. Records that only contain information about a student after that individual is no longer a student at that institution (alumni data)

Subpart C. 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.


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