Saint Paul College Policies & Procedures

03.01.01.1 - Student Data Practices Procedure

Part 1. Student Rights Under FERPA and MGDPA

  1. 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.
  2. 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.
  3. 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
  4. 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

Part 2: 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 One Stop. The student must present a government or college-issued photo ID in person when signing and submitting this form.

Part 3: Directory Data

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.

Part 4: Limited Directory Data

Saint Paul College designates the following information as limited directory data:

  • Student email address, personal email address, home address, phone number, Star ID

Limited Directory data of students nearing completion of their studies will be

released to Minnesota State universities 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 Colleges and Universities 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.

Part 5: Release without Consent

As allowed by the MGDPA and FERPA, the college will release student records without consent:

  1. To appropriate school officials who require access to educational records in order to perform their legitimate educational duties
  2. 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
  3. 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
  4. To federal, state or local officials or agencies as required by the law
  5. In connection with a student’s application for, or receipt of, financial aid
  6. 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
  7. 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
  8. 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
  9. 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;
  10. 1To 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;
  11. In response to an ex parte court order from the U.S. Attorney under the USA Patriot Act

Part 6: 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.​

Reference

Review Date

-

Policy Status

Approved

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