Data Privacy Toolbox

There are four steps to consider when approaching data practices requests at Minnesota State University, Mankato. 

What is Requested

• Is it data? (if the data does not exisit, there is no need to create it)
• Is it governement data?
• If the answer to the above question is "yes", then:

What is classification of data

• Type (e.g., personnel, educational, investigative, etc.)
• Accessibility (e.g., public, private, confidential, etc.)
• If the data is Public - immediate access if possible, or within "reasonable" time.
  • See form Request for public informaiton

What if the requested data is private, not public

• Identify who is requesting
• If the requstor is the suject of the data, access is within 10 days
• Others have no access without the written consent of the subject unless otherwise authorized
  • School offical with legitimate educational interests
  • Subpoena/Court order
  • Health and safety emergency
  • Other legal authority (e.g., INS)
  • Others as authorized in the Minnesota State University, Mankato Policy on Student Records

Are there procedures needed before release

• Redacting out private data on others
• Completion of receipt of information form
• Warning against re-discolsure
• Maintain records of 3rd party requests/disclosures of student data
• Prior notice to student of subpoena/court order compliance

Finally Remember

Access is free. If copies or ohter services are requested please refer to our Approved Charages information.

Data Classifications

Type	Description	Classification	Access
Government Data	All data collected, created, received, maintained, or disseminated regarless of its physical form, storage media or conditions of use	Public, unless the law says it is not public	Depends upon classification
Educational Data or Records	Directly related to a student (includes former students and applicants)  Maintained by an educational institution or agency or a party acting for the institution or agency Note: Desk drawer notes, law enforcement records, employemnt records (not work study), treatment records, former student records (alumni information)	Private	To student, by consent [13 exceptions]
Directory Information	Information not generally considered harmful or invasion of privacy if disclosed, e.g. address Identified by institution with notice to student student does not object	Public, unless student objects	Access, unless student objects
Personnel Data	data on individuals collected because the individual is or was an employee or an applicant for employment by, performs services on a voluntary basis for, or acts as an independent contractor with the state agency	Part public, part private	Depends on Classification