Student Education Records

Provost and Senior Vice President for Academic Affairs

Policy

Minnesota State University, Mankato complies with the Minnesota Government Data Practices Act (MGDPA ) , the Family Education Rights and Privacy Act (FERPA) , and Minnesota Statute 135A .17 Provisions to Facilitate Voting , all of which govern privacy of student records. Education records under MGDPA , FERPA and MN 135A.17 are private , though c ertain exceptions apply, as noted below . Data Privacy Protection provides students, not their parents or guardians, the right to control disclosure of their education records to the extent permitted by law. FERPA was established in 1974 ; FERPA regulations prohibit the University from releasing private information contained in education records unless authorized in writing by t he student or permitted under the law. Minnesota Statute 135A.17 Provisions to Facilitate Voting was established in 2023 and describes procedures that postsecondary educational institutions must comply with in providing student address information to county auditors for use in election day voter registration .

The Family Education Rights and Privacy Act (FERPA), the Minnesota Government Data Practices (MGDPA) Act, MN 135A.17, and University policies require that specific information related to a student’s educational records, including financial information, may not be shared with anyone (including parents/guardians and spouses) other than the student, unless otherwise authorized by law. The law does not consider age and, therefore, even if a student is under the age of 18, the privacy laws still apply.

DEFINITIONS

For the purposes of this policy, Minnesota State Mankato uses the following definitions of terms:

Student: An individual for whom Minnesota State Mankato maintains educational data as defined below and who: (a) has made application for enrollment or registration; (b) is enrolled in or registered for a credit or non-credit course, including an online course, at Minnesota State Mankato; (c) has completed the immediately preceding term and is eligible for re-enrollment, including the recess periods (e.g. winter session or summer session(s)) between terms; or (d) is on an approved leave of absence or other approved leave status, or is on filing fee status.

Education Records: Education records include any record (in handwriting, print, tapes, film, email, optical disk, computer, other medium) maintained by Minnesota State Mankato or by an agent of the University which is directly related to a student. Official University education records include, but are not limited to, the following: admissions records maintained by the Director of Admissions, 122 Taylor Center; graduate student records maintained by the Associate Vice President for Research and Dean of Extended Campus, 315 Wigley Administration Center; financial aid records maintained by the Director of Financial Aid, 120 Wigley Administration Center; academic records maintained by the Director of Registration and Academic Records, 132 Wigley Administration Center, and disciplinary records maintained by the Dean of Students, 228 Wigley Administration Center.

Data Privacy Protection: The University must collect, disclose, and retain government data in compliance with state and federal law. Educational records are governed by The Minnesota Government Data Practices Act and include information directly related to a student. These records are generally private and subject to strict rules of disclosure. The University’s data privacy policies extend to all students attending a post-secondary institution including PSEO students and minors. Only directory information can be released to parents/guardians without the student’s written consent or as otherwise authorized by law, such as in health or safety emergencies.

Exceptions to education records include:

  1. A personal record in hard copy or electronic form kept by a staff member that is kept in the sole possession of the maker of the record, is used only as a personal memory aid, and is not accessible or revealed to any other person, except a temporary substitute for the maker of the record.
  2. Records created and maintained by Minnesota State University, Mankato Security Services for law enforcement purposes.
  3. An employment record of an individual whose employment is not contingent on the fact that they are a student, provided the record is used only in relation to the individual’s employment.
  4. Records made or maintained by the Counseling Center or Student Health Service if the records are used only for treatment of a student and made available only to those persons providing the treatment.
  5. Alumni records created or obtained by the University after the subject alumni is no longer enrolled at the University

DIRECTORY INFORMATION

In conformity with the Family Educational Rights and Privacy Act of 1974, Minnesota State Mankato recognizes certain items as directory information that may be released for any purpose at the discretion of the University. This information may be released until it is withdrawn or amended, including after enrollment ends. The following information may be released to the public without the consent of the student:

  1. Name (Legal and/or Preferred Name)
  2. Major field of study
  3. Dates of attendance
  4. Grade level classification
  5. Full / part time student status and number of credits enrolled
  6. Previous college/University attended
  7. Degrees received
  8. Awards and honors
  9. Height and weight information for athletic participants
  10. Performance records and participation in competitive events
  11. Participation in officially recognized activities, sports and organizations
  12. Individual or group photos and videos

LIMITED DIRECTORY INFORMATION

As defined by the Family Education Rights and Privacy Act (FERPA), Minnesota State Mankato has defined the following Limited Directory Data. This includes the following data elements:

  1. Email address(es)
  2. Star ID
  3. Local and permanent address
  4. Local and permanent telephone number
  5. Student Change Code (NEW/RTN/DROP)
  6. Country of Birth
  7. Gender
  8. Marital Status
  9. Birth Date
  10. TechID
  11. MNSCU_ID
  12. High School and years of attendance
  13. Ethnicity
  14. Status as a first-generation college student

Limited Directory Data may be used:

  1. for enterprise technology-related purposes internal to the Minnesota State Colleges and Universities system, including, but not limited to, inclusion of email addresses and Star ID numbers in a directory accessible to Minnesota State students and employees. Please note that inclusion in the Office 365 Global Address List is one of the approved uses.
  2. for purposes of sharing with Students United so that the Minnesota State student association can communicate with their members.
  3. in carrying out official Minnesota State Mankato student and alumni services and functions.
  4. in compliance with official Minnesota State Mankato contracts for service.
  5. for research and/or studies approved by the University’s Institutional Review Board and/or the Associate Vice President for Research and Dean of Extended Campus.
  6. for the purposes of sharing information about graduated students (Alumni) with the Minnesota State University, Mankato Foundation to promote stewardship, ongoing engagement, career services, private gifts and grant opportunities for the benefit of the University.

Census Bureau Limited Directory Data

The University provides student data to the U.S. Census Bureau for its census surveys and programs. Information is not provided for students who have place a Data Privacy Request with the University. The following data is provided to the Census Bureau:

Student Voter Registration Limited Directory Data

MN Statute 135A.17 states that

The student voter registration list provided to respective county auditors shall include student name and student local address listed in University records. The list shall exclude any student enrolled in the Safe at Home address confidentiality program, as long as that student has provided the University with the Safe at Home PO Box address.

University Locations and Counties