Student Directory Data Procedure

Steward
Vice President of Academic and Student Affairs
Category
Student policies
Effective date
April 29, 2021
Last content update
April 29, 2021

Purpose

To ensure compliance with the Student Directory Data Policy.

Definitions

Limited Directory Data

Student email addresses and StarID numbers are defined as Limited Directory Data for enterprise technology related purposes internal to the Minnesota State system that are approved by System Office IT, including, but not limited to, inclusion of email addresses and StarID numbers in a directory accessible to Minnesota State students and employees.

Procedure

Directory Data Notifications

Students will be informed about student directory data information in the following ways:

1. Annual Notification Email - An email that includes student directory data information will be sent by the College to all registered Minnesota State Community and Technical College students in the fall of every academic year.

2. Student Handbook - Student directory data information can be found in the Student Handbook at www.minnesota.edu/handbook.

    Suppressing Directory Data

    Students can opt to suppress their directory data by completing a Release of Information Form available at www.minnesota.edu/forms and selecting the DO NOT RELEASE option. The opt to suppress directory data will remain in effect until a change is requested in writing.

    Suppressing directory data will result in:

    • The student’s name will not be listed in commencement publications
    • Student directory information will not be released to third parties
    • The College will not verify enrollment or attendance

    Students who wish to override a suppression request for a specific party or purpose may do so by providing a written authorization to the Registrar’s Office providing the specific details of the override. For questions, contact the College Registrar at 877-450-3322.

    Responsibility

    College Compliance Officer

    Prepares and sends the Annual Notification email to all registered students.

    College Registrar

    Monitors and updates the Student Directory Data Policy and Student Directory Data Procedure

    Manages updates to the Release of Information Form

    Dean of Students

    Maintains and updates the Student Directory Policy information in the Student Handbook

    Supporting References

    Family Educational Rights and Privacy Act, 20 U.S.C; 34 CFR Part 99

    Minnesota Government Data Practices Act, Chapter 13 of Minnesota Statutes

    Minnesota State system Office of the General Counsel Data Privacy

    Related Policies and Procedures

    Minnesota State Community and Technical College Student Directory Data Policy

     

    Next scheduled review
    Policy author(s)
    Shawn Anderson
    Sharlene Allen

    Revisions

    DateDescription of Change

    New procedure.