FERPA 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 student’s 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. Student’s 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 only be given over the telephone if the student provides the Security Code from their FERPA Consent to Release eform.

Confidential information should not be given to the parent of any student unless it is verified with the Registrar’s 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 student’s educational record may not be released to a third party without the written consent of the student. One exception is directory information defined by MSU. 

Student Directory Information

The Family Educational Rights and Privacy Act (FERPA) designates certain information related to students as “Directory Information.” Students may request to prevent the release of directory information to third party individuals by notifying the MSU Registrar’s Office through completing the FERPA Privacy Request Form. Failure to notify the Registrar’s Office as outlined indicates implied consent to release directory information. All directory information may be released publicly in printed, electronic, or other forms at the discretion of Minot State University to the extent that is maintained by MSU. Directory information includes the following data elements:

  • Student name (not to include preferred name)
  • Hometown (city, state)
  • Campus email address
  • Major field of study (all declared majors)
  • Minor field of study (all declared minors)
  • Class level
  • Dates of attendance
  • Enrollment Status (withdrawn, half-time, or full-time)
  • Names of previous institutions attended
  • Participation in officially recognized activities and sports (released as part of a team roster)
  • Height, weight, and photos of athletic team members (released as part of a team roster)
  • Honors/awards received (academic honors/awards released at the end of the term and graduation released at the end of the term or as part of graduation/commencement events)
  • Degree earned (all degrees earned)
  • Date degree earned (dates of all degrees earned)
  • Directory photos, photographs and video recordings of students in public or non-classroom settings (photographs from classrooms or class-related activities are NOT directory information)


Student 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 student’s 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 student’s 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 student’s 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 student’s 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. In addition, school officials include employees of the North Dakota Attorney General's Office providing support or representation to Minot State University. Examples of a school official may include —
    1. a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health services staff);
    2. a person or company with whom the University has contracted, eg. attorney, auditor, collection agency;
    3. a person serving on an institutional governing board;
    4. a person or student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing their tasks.
    Other disclosures allowable without written consent are:
    1. to institutions in which the student seeks to enroll or is enrolled so long as the disclosure is for purposes relating to the student’s enrollment or transfer;
    2. to authorized representatives of federal, state, or local educational authorities;
    3. to accrediting agencies;
    4. in connection with a health or safety emergency;
    5. to comply with a judicial order or lawfully issued subpoena;
    6. concerning information considered “Directory Information.”

  4. The right to limit disclosure of personally identifiable information known as "Directory Information."
     
  5. 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

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
Career Services
Academic School Offices
Registrar’s Office
Director of Residence Life
V.P. of Student Affairs
Student Government Association
Access Services