Student Data Privacy (FERPA)

Minnesota West Community & Technical College maintains records about you in various places within the institution. For example, the admission office maintains records about you, as does the registrar. Under the Minnesota Government Data Practices Act (MGDPA) and the Family and Educational Rights Privacy Act (FERPA), you have certain rights concerning the records which Minnesota West maintains.

Minnesota Government Data Practices Act

The Minnesota Government Data Practices Act gives all members of the public the right to see and have copies of all public data that government entities keep. The law also controls how government entities keep government data and how they respond to requests for data.

As a student you have the right to:

  • Inspect and review educational records maintained about you. 

  • Request an amendment to records about you for the purpose of correcting inaccurate, incomplete or misleading records.

  • Request a hearing regarding your request if Minnesota West does not make the changes you desire.
  • Place a written statement in your records explaining your disagreement with Minnesota West, if Minnesota West does not amend records after the hearing.
  • Consent to disclosures of information that identifies you personally except to the extent that such disclosures are allowed without your consent under state and federal law.
  • File a complaint with the U.S. Department of Education if the College fails to comply with FERPA regulations.

You may contact the office that administers FERPA at:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605

Request for Non-Disclosure

Directory information can be released without authorization unless you restrict release of the information by contacting the Registration & Records Office in writing or completing the Authorization to Withhold Directory Information.

To prevent printing of your address and telephone number in the Campus Directory, you must file this request in the Registration & Records Office prior to the deadline at the beginning of each fall semester. If you choose to restrict the release of your address and phone number, it will not appear in the graduation program.

Note: Students who restrict directory information should be aware that such restriction remains in effect until they formally notify the Registration & Records Office in writing to remove it, even after they graduate or cease enrollment. Some students have experienced considerable inconvenience by restricting their directory information as Minnesota West 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.

Directory Information

Minnesota West has designated the following as directory information:

  1. Name

  2. Address

  3. Telephone number

  4. Major field of study

  5. Participation in officially-recognized activities and sports - including height and weight of athletes

  6. Classification (freshman, sophomore)

  7. Enrollment status

  8. Dates of attendance or graduation

  9. Degrees, honors, awards and scholarships received

Limited Directory Information

Not withstanding any other provision of this policy, the following information is defined as Libited Directory Data for purposes of sharing with LeadMN so the association can communicate with their members:

1.  Student name
2.  Email address
3.  Student change code
4.  Star ID
5.  Tech ID

Star ID and Tech ID numbers are defined as Limited Directory Data for enterprise technology related purposes internal to the Minnesota State Colleges and Universities system that are approved by System Office IT, including, but not limited to, inclusion of email address and Star ID numbers in a directory accessible to Minnesota State students and employees. Student contact information, including personal email address, will be available to the Minnesota West Foundation

Student contact information, including personal email address and Star ID, will be available to third party vendors that provide services for the college.

Student contact information, including personal email address and Star ID, will be available to third party vendors that provide services for the college.

Release of Student Information

Students may authorize Minnesota West to release private information to individuals of their choosing by completing the Authorization to Release Student Information form. The form needs to be submitted to the Registration & Records Office in person with a valid photo identification. This consent expires one year after the date the form is signed.

Parental Access to Student Records

If you would like your parent(s) or guardian(s) to have access to your educational records, such as your academic progress or tuition balance, you must provide Minnesota West with written consent.

Why do colleges and universities say they need to protect the privacy of student records?
It’s not just a college policy, but it’s the law. Minnesota State Colleges and Universities are subject to federal law, the Family Educational Rights and Privacy Act (FERPA), and state law, the Minnesota Government Data Practices Act (MGDPA), which contain detailed rules about student record privacy. One key provision of those laws is that college and university students have the right to control disclosure of private education records about themselves to third parties - including parents, spouses or other family members. These rights apply to all college or university students - even if they are minors.

What is an “education record?"
“Education records” that are subject to these privacy laws encompass a wide scope of information. Examples of education records include: grades, housing information, class enrollment, attendance information, counseling or medical records from campus health centers, disciplinary records, tuition balance information - and much more. Most education records are classified as “private.”

Schools may release your private education records to third parties - including family members - only if the law permits or if you have signed a valid authorization. Of course, you may release your own information as you wish.

When may school officials release private education records to family members?
It depends on a number of factors; some situations do not require your consent. For example, if your health or safety or the health and safety of others is at risk, school officials may release information to deal with that emergency. Those are rare situations.

For your convenience, you may complete and submit the Authorization to Release Student Information form. However, this release form is not required. Any document that includes the following information would be valid:

  • The Minnesota West official or office authorized to release the information.
  • The person or persons to whom the information may be released.
  • The information authorized to be released
  • The purpose for which the information may be used
  • The student’s signature.
  • The date.

A simple email from the student is not a sufficient authorization.

Minnesota West encourages you and your parents to discuss signing a release before issues of access arise. Releases may be as broad or a limited as you desire. Consider the potential negative consequences of not permitting your parents to have access to your information.

Doesn’t the fact that my parents pay my tuition give them automatic access to information?
No. Colleges are permitted to have a policy whereby the parents of a financially dependent child may have access to private education records without the child’s consent. Minnesota West does not have such a policy, so your parents will need your written consent to have access to your private information, even if they financially support you in whole or in part.

Can’t a college or university require students to sign a release to parents?
No. Any release of privacy rights must be voluntary.

Is there any information that is public about students at a college or university?
Each college or university defines certain information about its students as “directory information," which is available to anyone without student consent to release it. Disclosing this information would not generally be considered an invasion of privacy. However, you have the right to suppress your directory data so that it is treated as “private.” If you do so, school officials may not release your directory information without your written consent or other legal authority. Directory information is subject to change.