FERPA Quick Reference

  • Minnesota State University Moorhead's Student Record Policy governs the conduct of University employees who act in the student's educational interest within the limits of the employee's need to know.

    Student records maintained by the University fall into two general categories: public directory information and educational records. As an employee of the university you have access to both categories. It is your responsibility to be aware of the FERPA policy.

    You must:

    • Store information under secure conditions.
    • Make every effort to ensure students' privacy.
    • Refuse to discuss contents of student records unless there is a legitimate educational interest attached to the discussion.
    • Destroy printed information per departmental procedures.
    • Release information to a third party only if authorized approval is given.
    • Never represent summary data from files as "official" university data.

    What does all this mean?

    • Do not leave confidential information unattended.
    • Do not share your password with anyone.
    • Clear your screen when you leave your workstation.
    • Do not post grades in a public place using Name, Dragon ID or SSN.
    • Do not leave graded papers in a public place for pickup.
    • Check for a confidential warning (Red Notice) on a students record before giving out directory information.
    • Do not give out a student's class schedule to anyone.
    • Do not give out grades over the phone.
    • Always ask for a picture ID from the student before discussing their record.

    What is Directory Information?

    MSUM may disclose directory information of students. Directory information includes:

    • Name, local and permanent (hometown) address
    • Telephone number
    • Major and minor fields of study
    • Class level
    • Dates of enrollment
    • Full-time/part-time status
    • Awards and honors (including Dean's list)
    • Previous educational institution(s) and dates attended
    • Past and present participation in officially recognized activities and sports
    • Height and weight of athletes

    MSUM designates the following information as limited directory information:

    • student Star ID number
    • electronic mail addresses (email addresses)
    • photographs taken and maintained by MSUM for various purposes

    Accordingly, this information will not be provided to external parties not contractually affiliated with MSUM. Use and disclosure of this information shall be limited to publication on websites hosted by, on behalf of, or for the benefit of MSUM, including the online directory and those officials within MSUM who have access, consistent with FERPA, to such information.

    Students may refuse to permit the disclosure of directory information if they notify MSUM's Registrar in writing they do not want such information disclosed.