Policies and Related Information - Data Privacy Information
The Family Educational Rights and Privacy Act of 1974, its subsequent amendments and state data privacy laws provide the framework for student confidentiality.
These laws require that all information contained in University records be considered confidential except for directory information as described below.
Student records maintained by the University fall into two general categories: directory and educational records. Educational records are those records, files, documents, and other materials which contain information directly related to a student’s academic progress, financial status, conduct files, etc., and are maintained by the University or a party acting on behalf of the University.
Educational records, with the exception of those designated as directory information, may not be released without the written consent of the student to any individual, agency, or organization other than to those University officials who have a legitimate need to know.
Other exceptions to releasing information without consent include, but are not limited to: officials of other institutions to which the student has applied, is seeking to enroll or has enrolled; authorized representatives of certain government agencies; and persons in an emergency, if the knowledge of the information, in fact, is necessary to protect the health or safety of the student or others.
Students at St. Cloud State University are entitled to review records, files, documents, and other materials containing information directly related to them which are maintained by the University within 45 days of written notice. Requests for information may be addressed to Judith Siminoe, Special Advisor to the President at (320) 308-2122
In accordance with regulations issued by the Secretary of Health, Education and Welfare, students may request a hearing to challenge the content of education records to ensure that the records are not inaccurate, misleading, or otherwise in violation of their rights. A student may insert in his or her records a written explanation respecting the contents of such records if suggested corrections or deletions are not made by the University. In addition, a student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by St. Cloud State University to comply with the requirements of FERPA. The office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave, SW
Washington, DC 20202-4605
Additional requirements concerning education records are found in the Minnesota Government Data Practices Act: www.revisor.leg.state.mn.us/statutes/?id=13.32
Request for Non-Disclosure
Directory information may be released without your authorization, unless you restrict its release. You may restrict release of your directory information by completing a Request for Non-Disclosure Form in the Office of Records and Registration in the Administrative Services building (AS 118) or by completing the form on-line.
To prevent printing of your address and telephone number in the Campus Directory, you must file the form in the Office of Records and Registration prior to the deadline at the beginning of each fall semester. Students who opt to restrict the release of address and phone number information will not appear in the Campus Directory, on most mailing lists used by SCSU student organizations, on mailing lists obtained from SCSU by non-University groups, or in the campus e-mail white pages.
Students who restrict directory information should be aware the restriction remains in effect until they formally notify the Office of Records and Registration in writing to remove it, even after the students graduate or cease enrollment. Some students have experienced considerable inconvenience by restricting their directory information, because the University is unable to verify degrees earned, dates of attendance, or enrollment status to any third parties (including future employers) while the restriction is in effect.
The following has been defined as directory information at St. Cloud State University:
- Student name
- Address (Local and Permanent)
- E-mail address
- Telephone listing
- Date of birth
- Class status (freshman, sophomore, etc.)
- Major field of study
- Participation in officially recognized activities and sports
- Height and weight of members of athletic teams
- Dates of attendance
- Degrees and graduation honors received
- Most recent previous educational agency or institution attended
For more information: www.stcloudstate.edu/registrar/students/records/dataprivacy.asp.