2.5 Student Directory Information

Responsible Position

Vice President of Academic and Student Affairs

POLICY STATEMENT

Purpose

To comply with state and federal laws related to protecting student privacy.

Definitions

Directory Information

A limited set of personal information that is not generally considered harmful or an invasion of privacy if released.

Limited Directory Data

Specific data elements as defined in this policy that may be released with limitations.

Directory Information

Alexandria Technical and Community College has designated the following information as Directory Information:

Student's name
Program/major
Hometown
Dates of attendance
Graduation status (type of degree/diploma and date of graduation)
Honors, awards, and scholarships
Individual or group photos, videos, and audio
Height and weight information (athletics participants)
Performance and participation records (athletics participants)

Minnesota Statutes §135A.145 prohibits colleges and universities and any affiliated organizations from providing a credit card issuer with the names, addresses, phone numbers, or other contact information about its undergraduate students without the student's consent.

Limited Directory Data

Limited Directory Data (LDD) may be disclosed only in the specified applications without prior consent unless the student notifies the college in writing of their objection to the release of information in one or more of these categories:

Notwithstanding any other provision of this policy, the following information is defined as Limited Directory Data for purposes of sharing with LeadMN so the association can communicate with their members: Student name, institutional email address, and Student Change Code (NEW/RTN/DROP).
Student system email address may be disclosed to the contracted college bookstore for billing purposes.
Student college email addresses and StarID are approved for inclusion in the Office 356 Global Address List.
Former and current students’ phone number, address, and email addresses may be disclosed to the ATCC Foundation and Alumni Association for scholarships, events, fundraising, and membership opportunities.
In accordance with the Solomon Amendment, a federal law allowing military recruiters to access some address, biographical, and academic program information on students age 17 and older, ATCC will provide the following student information upon request, unless the student has elected to suppress their information: student name, address, telephone number, date of birth, class level, and major.
ATCC must, to the extent the information may be disclosed pursuant to Code of Federal Regulations, title 34, part 99, prepare a current list of students enrolled in the institution and residing in the institution's housing or in the city or cities in which the campus is situated, or within 10 miles, if available. The list includes each student's current address, unless the student is enrolled in the Safe at Home address confidentiality program as provided in chapter 5B. The list shall be certified and sent to the appropriate county auditor or auditors for use in election day registration as provided under section 201.061, subdivision 3. A residential housing list provided under this subdivision may not be used or disseminated by a county auditor or the secretary of state for any other purpose.

Withholding Student Directory Information

See ATCC Procedure 2.5.1 on the process for a student to withhold directory information. If a student does not specifically request the withholding of Directory Information (including LDD) within the first 15 days of enrollment, it will indicate student approval for disclosure. Withholding Limited Directory Information may inhibit the functionality of Office 365.

Private Student Information

Private student information is not accessible to the public. It is accessible to the subject of the data, to individuals or agencies authorized by law to gain access, and to any person or agency having the approval of the subject.

Records of Deceased Students

Upon a student’s death, education records are handled in accordance with privacy laws applicable to data on decedents including, but not limited to, Minnesota Statute 13.10. Rights of the deceased student may be exercised by the representative of the deceased student. Nonpublic data concerning the deceased student that is created or collected after death are also accessible by the representative of the deceased student.

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Policies & Procedures