X. Confidentiality of Student Information

Background
Students assume, with reason, that the University will protect personal information from improper disclosure. In addition, Board of Regents' policy and state and federal legislation pertaining to students' rights to privacy place explicit constraints on those maintaining student records. The law permits students access to their own records but prohibits release of such information to anyone else, except according to specific and legally defined exceptions.

CLA defines educational records as any records that the educational institution maintains about a student, including all collegiate and departmental, graduate and undergraduate student records; scholastic committee, conduct committee, admission, and placement files; and other records upon which educational decisions are based.

• name
• address
• electronic mail (e-mail) address
• phone number
• dates of enrollment
• enrollment status
• major
• adviser
• college
• class
• academic awards & honors
• degree received

Before releasing directory information, staff must check the online confidentiality (FERPA) panels in PeopleSoft to ensure that a student has not requested suppression of directory information. Students may request suppression of directory information at the One Stop Student Services Center, 200 Fraser, 130 West Bank Skyway or 130 Coffey Hall, during the first two weeks of the term; such requests must be updated yearly. Students should also notify the University of any change of address. Currently registered students should notify the One Stop Student Services Center and new students not yet registered should notify the Office of Admissions, 240 Williamson.

Release of Information Other than Directory Information
Refer all requests for information other than directory information to the One Stop Student Services Center, 200 Fraser, 130 West Bank Skyway or 130 Coffey Hall, (612) 624-1111. Signed consent from the student is required to release information to third parties, including parents. Consent forms are available from the CLA Student Information Office, 49 Johnston, (612) 625-2020, and in the student's student community.

Parents of a dependent student, as defined by the Internal Revenue Code, may have access to the student's records. If such a request occurs, refer the parent to a supervisor in the One Stop Student Services Center, 200 Fraser, 130 West Bank Skyway or 130 Coffey Hall, (612) 624-1111.

Students may review anything in their own file. Encourage any student who wants to formally inspect his or her file to make an appointment with his or her student community. Students must sign a request form, which is available in either the CLA Student Information Office, 49 Johnston, or the student's student community.

Faculty and other University of Minnesota personnel may be given information when a "legitimate educational interest" exists.

Release of information outside the University is more strictly controlled than internal release. CLA is a secondary source for such information; therefore, outside requests should be referred to the One Stop Student Services Center, 200 Fraser, 130 West Bank Skyway or 130 Coffey Hall, (612) 624-1111. When in doubt about whether to release information to a third party (a parent, instructor, adviser, employer, etc.) contact the One Stop Student Services Center.

Phone Requests
Within the above guidelines, information may be released over the phone to the student, but the identity of the caller must be verified by asking for information only the student would know, for example, the student's middle name, social security number, or University ID number.

However, with increasing means for students to check their own records electronically, there should be fewer occasions for release of information to students by phone. Phone requests from faculty or other University personnel may be filled if, as stated above, legitimate educational interest exists and the identity of the caller is verified, for example, by calling back the inquirer at an office number.

Emergency Requests
Even in an emergency, e.g., a death in the family, a sick child in daycare, accidents, and emergency operations, staff should not disclose protected information. Rather, they should refer the caller to the One Stop Student Services Center, 200 Fraser, 130 West Bank Skyway or 130 Coffey Hall, (612) 624-1111. The office has a procedure for relaying emergency messages to students.

Employees' Responsibility to Protect Educational Records
Federal, state, and regents' legislation holds employees directly accountable for the careful protection of student education records. All employees - full-time and part-time, including student employees - who may access student records have a responsibility not to disclose information inappropriately. Willful disclosure of student information or tampering with academic records is cause for dismissal. In addition, improper disclosure of student information may result in legal liability.

Further Reading
Copies of the Board of Regents' policy on access to student records are available from the One Stop Student Services Center, 200 Fraser, 130 West Bank Skyway or 130 Coffey Hall, (612) 625-1064 or (612) 624-1111. This information is also published on the World Wide Web at www1.umn.edu/regents/policies/administrative/StudentRecords.html.