Policies on access to and release of student/staff information

Staff policy

The University of Minnesota must follow the Minnesota Government Data Practices Act which regulates the handling of data. Data is classified as public, private or confidential. Public data is available to anyone for any reason. Examples of public data include: name, salary, job title, job description, work location, work phone number, and education and training. Examples of private data include: social security number, employee home address, parking leases, and student grades. Private data cannot be released to anyone without a "need to know." Confidential data only includes legal investigations and sealed bids. Requests for public information must be submitted in writing to the UofM Records and Information Management Office.

For more information, refer to the following Web sites:

• Office of General Counsel
• Office of Equal Opportunity and Affirmative Action

Student policy

Regent's policy, federal law, and state law regulate release of student information to third parties. University policy regulates sharing of information within the University.

Briefly, some student information is designated as directory information and is a matter of public record. This information consists of name, mailing address, electronic address (e-mail), telephone number, dates of enrollment and enrollment status, major, adviser, college and class, academic awards received and degrees received. Students have the right to suppress this information. Please contact the registrar's office for information on how to suppress public information.

Within the University, all employees with a demonstrated need to know will be granted access to student academic information. Some employees will have access to all information, others to limited sets of information. Employees with a need to know would include advisers, instructors, unit scholastic progress representatives, and departmental data managers.

Outside agencies acting on behalf of the University, the U.S. Department of Education authorized lending institutions, and accrediting agencies also have access to specific student information.

You as a student have the right to review your education records, to challenge the contents of these records, and to file a complaint with the U.S. Department of Education.

For more information:

• Public Access to University Information Policy
• Internal Access to University Information Policy
• Privacy and Data Security
• Regents' Policy on Access to Student Records Introduction
• Faculty Policies on Access to Student Records