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Registrar's Office

Student Rights to Privacy

Confidentiality of Student Records
All employees of Minot State University (administrators, faculty, adjunct faculty, staff, and student employees) are required to abide by the policies governing review and release of student educational records. The Family Education Rights and Privacy Act (FERPA) of 1974 mandates that information contained in a studentís educational records must be kept confidential. Additional FERPA information is available in the Undergraduate Catalog.

Please be aware that confidential information includes, but is not limited to the following:

  1. Studentís class schedule
  2. Academic progress in a particular course
  3. Grades (Transcripts)
  4. GPA information
  5. Student ID number—may not be posted in any manner
  6. Social security number—may not be posted in any manner

Confidential information should only be given to students in person, with proper identification. Confidential information should not be given over the telephone.

Confidential information should not be given to the parent of any student unless he/she verifies with the registrarís office that the student has provided written permission.

In part, the policy states that officials of the University may be given access to student education records on a "need-to-know" basis and that such access must be limited to job-related, legitimate educational interests. The information contained in a studentís educational record may not be released to a third party without the written consent of the student. The only exception would be directory information defined by FERPA. Minot State University has defined the following information as directory information:

  1. Name, campus address, home address, telephone listing, and campus e-mail address;
  2. Photograph;
  3. Gender and marital status;
  4. Name and address of parent(s);
  5. Studentís major(s) and the department, division, and college in which the student is enrolled;
  6. Classification as a first year student (freshman), sophomore, junior, senior, graduate student, or other special classification;
  7. Participation in officially recognized activities and sports;
  8. Weight and height of athletic team members;
  9. Dates of attendance at Minot State University;
  10. Degrees and honors received, including selection to the Presidentís Honor Roll, honorary organizations, and graduation with honors;
  11. Grade point average (available to campus professional and social organizations);
  12. The most recent previous education agency or institution attended by the student.

Students may request to prevent the release of directory information to third party individuals by notifying the MSU Registrarís Office or completing the Student Rights to Privacy form at the Registrarís Office website. Failure to notify the Registrarís Office as outlined above indicates implied consent to release directory information. Confidentiality of Student Records Registrarís Office



Student Directory Information
Annual Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include the following:

  1. The right to inspect and review the studentís education records within 45 days of the day the University receives a request for access. Students should submit to the Registrar, Dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
     
  2. The right to request the amendment of the studentís education records that the student believes are inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his/her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
     
  3. The right to consent to disclosures of personally identifiable information contained in the studentís education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. School officials are those members of an institution who act in the studentís educational interest within the limitations of their "need to know." These may include faculty, administration, clerical and professional employees and other persons who manage student education record, information including student employees or agents. Examples of a school official may include a person—
    1. employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff);
    2. or company with whom the University has contracted, e.g. attorney, auditor, collection agency;
    3. serving on an institutional governing board;
    4. or student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his/her tasks.
       
  4. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibility. A school official is defined as those members of an institution who act in the studentís educational interest within the limitations of their "need to know." These may include faculty, administration, clerical and professional employees and other persons who manage student education record information including student employees or agents. Upon request, the University discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
     
  5. The right to refuse to permit the designation of all of the following categories of personally identifiable information as "directory information,"
     
  6. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Minot State University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
    • Family Policy Compliance Office
      U.S. Department of Education
      400 Maryland Avenue SW
      Washington DC 20202-4605

A copy of the Family Educational Rights and Privacy Act of 1974 is on file and available for inspection at the following campus locations:

Library
Placement Office
Academic School Offices
Registrarís Office
Director of Student Life
V.P. of Student Affairs
Student Association
Student Development Center