Student Record Procedures

I. Types of Student Records

Academic Opportunity Record
Advising and Retention Record
Cooperative Education Internship Record
Placement Registration and Credential Material
Registration Record
Student Admission Record
Student Degree Check and/or Teacher Certification Record
Student Financial Aid Record
Student Residence Hall Contract
Transcript
Veteran Student Record

The Associate VP for Student Affairs will inform students annually of the description, contents, and use of each record. Appropriate office procedures will also be communicated to students.

II. Establishment of Student Records

As a student applies for admission and is enrolled in the University, student records are established by the offices responsible for the maintenance of each record.
It is the responsibility of the student to supply the appropriate information to the offices responsible for maintenance of student records. Failure to do so may result in the student being ineligible for admission, financial aid, Veteran’s benefits, registration, graduation, particular services, or entrance into certain programs until the student furnishes the appropriate information.

III. Directory & Limited Directory Information

Directory & limited directory information is collected at the time of application to the university.
Students may direct that any or all of the above-listed Directory and Limited Directory Information be withheld from public disclosure by notifying the Office of the Registrar in writing each academic year. The student has until the 10th class day of the Semester in which to make the request. The university will honor the request only during the academic year in which the request was made. The student must make the request each academic year they wish the information to be withheld.

The following information on students at SMSU is designated as public Directory Information:
1. Student’s legal or preferred name
2. Student's preferred pronoun(s)
3. Major field of study
4. Participation in officially recognized activities and sports
5. Dates of attendance
6. Most recent previous educational institution attended
7. Home Town
8. Classification
9. Degrees, honors, scholarships and awards received
10. Date of graduation
11. Physical factors of athletes (excluding injuries and other health related issues)
12. Photographs, videos, and other media taken and maintained by the university for various purposes (excluding pictures taken for photo ID cards)
13. Enrollment status (e.g., undergraduate, graduate, full-time, or part-time)
The following information on current and former students of SMSU is designated as Limited Directory Information:
1. Historical Record of Name
2. Local and Permanent Address
3. Phone Number
4. Gender
5. Ethnicity
6. Place of Birth
7. Date of Birth
8. Date of Death
9. Spousal Information
10. Identification Card Photographs
11. University and Non-University Issued E-mail addresses
12. StarID
13. Tech (Mustang) ID
Limited Directory Information may be disclosed to Southwest Minnesota State University Foundation and Alumni Association for events, fundraising, and membership opportunities.

Notwithstanding any other provision of this policy, the following information is defined as Limited Directory Data for purposes of sharing with Students United so the association can communication with their members: Student name, e-mail address, and Student Change Code (NEW/RTN/DROP).

Limited Directory Information will not be provided by the institution to external parties not contractually affiliated with the University. Use and disclosure of, and access to, this information shall be limited to:
1. publications either in print or electronic format, hosted by, on behalf of, or for the benefit of the University,
2. the University online directory, and
3. use within internal technical systems that is needed to support operations, including contracted services (e.g., University e-mail services, 3rd party service provider hosted systems).
Per Minnesota Statute 135A.17 limited directory information shall be released to the Lyon County auditor/election officials for all students enrolled in and residing in on campus housing or within ten miles of the institutions campus. Students who have requested directory and/or limited directory information to be withheld will not be included in the disclosure.

IV. Authorized Access to Student Records

The Associate VP for Student Affairs has access to all student records (with the exception of counseling and medical records) and has been delegated the authority by the President to determine those University employees who will have access to student records.
Offices that maintain student records will have available, at all times, a list of those persons who are authorized to have access to each type of student record.

V. Release of Information in Student Records

Prior to releasing any information to unauthorized persons or agencies, the office responsible for the student record must have on file a written consent from the student.
Students requesting information to be released via telephone or mail must furnish the office responsible for the record with their Mustang identification number.
The University will process normal requests at no charge to the student.
When information is released, directions will be given that the information is to be used only for the stated purpose of the request.

VI. Review of Student Record

Students may request to review the contents of any record being kept on them by the University (except student counseling and medical records) by contacting the office responsible for the student record.
If students wish to have material removed from the record under review, they may initiate that request.
1. The person responsible for the student record will review the request and communicate to the student in writing, within 10 instructional days, their decision.
2. If they do not agree with the decision, students may request an appeal of the decision by writing to the Associate VP for Student Affairs.
3. The Associate VP for Student Affairs will communicate their decision in writing to students within 10 instructional days.
4. The decision of the Associate VP for Student Affairs may be appealed to the President following those procedures established by University regulations.
5. When a final decision is reached, the Institution’s copy of the request for review will be destroyed. A memo of action taken will be made by the staff member responsible for the record and sent to the Associate VP for Student Affairs. This memorandum will not include the specifics of the request.

VII. Personnel

The staff member responsible for the student record is responsible for supervising office personnel who work with the records and for insuring that information processed as part of the office operation will be treated as strictly confidential information.

VIII. Student Records Maintained by Southwest Minnesota State University

Student Financial Aid Record
The Student Financial Aid Record contains student and family financial needs analysis data, financial award record, correspondence related to the student’s financial aid request, and the student financial aid applications. These records will be kept on file for 3 years past the last date of attendance.

The Director of Student Financial Aid is directly responsible for all student financial aid records. Financial Aid staff and the Director of Admission are authorized to access the information in the records. The information in the student financial aid records is used to determine eligibility for financial aid based on financial need and for completing administrative reports that are required by state and federal agencies.

Students who do not provide the information kept in this record cannot be considered for any federal, state, or local aid, which is based on financial need and administered by the University.
Student Admission Record
Students Admission Record contains students' admission application, high school and/or post secondary school transcript, transcript evaluation (when applicable), and fee receipt, and photocopies of correspondence relating to the admission process. These records are located in the Admission Office and become part of student's permanent record. Admission records for students who do not enroll are maintained for three years. The Director of Admission is directly responsible for all admission records. The Director of Admission, Admission personnel, Director of Data Management/Institutional Research, Registration and Records Office personnel, Director of Financial Aid, and others (upon request approved by the Director of Admission) are authorized to access the information in these records.

The information in the student's admission record is used to determine their eligibility to be admitted to the University, evaluation of credits transferable to SMSU (when appropriate) and for completing reports that are required by state and federal agencies. If students do not provide the information kept in this record, they will not be admitted for study at Southwest Minnesota State University.
Student Permanent Record
Students permanent record contains all of the information that is in the electronic student record system, including their admission folder prior to enrolling at the University. Additional items such as copies of correspondence from administrative offices to students, student withdrawal form, and transcripts are placed in the students' permanent folders on a need basis. These permanent records are located in the Registration and Records Office and are under the direct supervision of the Registrar. The Director of Admission, Admission personnel, Registration and Records Office personnel, and others (upon request approved by the Registrar) are authorized to access the information in these records.

The information in the student's permanent record is used as a permanent record of their academic and non-academic achievements at the University. Students cannot be admitted for study at the University if they do not have a permanent student record established.
Veteran Student Record
The Veteran Student Record is for any veteran student who is utilizing veteran benefits for his or her education. The record contains their enrollment certificate, application for benefit, certificate of eligibility, any records relating to the change of benefits or academic program. Veteran's records are kept on file 3 years from the last date of attendance unless the veteran requests otherwise.

These records are located in the Registration and Records Office and are under the supervision of the Registrar. The Registrar, veteran benefit clerks, state and federal veteran administrative representatives, and others (upon request approved by the Registrar) are authorized to access the information in these records.

The information in these records is used to determine the student's eligibility for veteran benefits and the completion of administrative reports required by state and federal agencies. They cannot be certified as eligible to receive veteran benefits if students do not have a veteran student record established.
Student Degree Check
The Student Degree Check contains the student's application for graduation and degree requirements contract are part of their Student Permanent Record. These records are located in the Registration and Records Office and are under the direct supervision of the Registrar. The Registrar and Registration and Records Office personnel, and others (upon request approved by the Registrar) are authorized to access the information in these records.

The information in these records is used to determine your eligibility to graduate and for the completion of administrative reports required by state and federal agencies. Students are not able to graduate unless they complete this record.
Release of Student Information
The only information Southwest Minnesota State University is authorized to release is the student's directory information and graduation status. Any other information cannot be released without the students written consent.
Transcript
The transcript is the students official record of academic achievement at the University. It contains all course work and all grades achieved by them. The transcript is permanently kept in the Registration and Records Office and is under the direct supervision of the Registrar. The Registrar, Registration and Records Office personnel, Director of Admission, Admission personnel, and others (upon request approved by the Registrar), are authorized to access the information in these records.

The information in these records is used to record students' academic achievement at the University and determine their academic standing. Students must have a transcript established to receive credit for coursework completed at the University.
Academic and Diversity Resources Student Record
The Academic and Diversity Resources student records are maintained for all students who receive services from the Learning Resources programs: Disabled Students Academic Accommodations, Academic Opportunity for students admitted provisionally, TRIO Student Support Services, and Athletic Success. The records may include academic assessment test scores; disability evaluation and documentation; TRIO student demographic information regarding financial aid; parents education attainment and citizenship status; evaluation of academic strengths/weaknesses; learning style and cognitive style assessment; plans for services; documentation of student contacts; services provided; measurement of progress; summaries of credits attempted and earned; grade point average; courses dropped/reasons; remedial/developmental courses taken and services received; and correspondence with sponsoring agencies.

These records are located in locked files in Learning Resources and are under the supervision of the Director of Learning Resources. Academic Opportunity advising materials are generally kept on file for one year before being transferred to students' academic files. All other records delineated above are maintained permanently in Learning Resources. The staff of Learning Resources is authorized access to the information in students records through the Director of Learning Resources.

The information in these records is used to evaluate students' academic needs and academic progress, if disabled to provide students with your accommodations and auxiliary aids and services, and for the completion of administrative reports required by state and federal agencies.
Student Medical Record
The Student Medical Record contains students past medical history and record of treatment received while enrolled as a student at the University. The Student Medical Record is retained within the Health Services department and is under the direct supervision of the Director of Health Services and Health Services staff. Students medical record is retained for seven (7) years from the last date of service delivery. Information contained within the Student Medical Record is confidential and can be released with students written permission or under special legal exceptions only. As a health care provider, SMSU is required by Minnesota State Statutes 144.292, Subd. 4, to prominently display, in Student Health Services, the Access to Health Records Notice of Rights. This Notice informs patients how they may access and obtain copies of their health records, and that, at times, their health records can be disclosed without their consent. Health Services staff and contracted medical providers (i.e. MD, DO, CNP, PA-C) are authorized access to the information in the students records through the Director of Student Health Services and/or the Associate VP for Student Affairs. Student employees are not allowed to open or read students medical record and are required to be confidential and professional on all matters relating to Health Services, including their presence within the clinic. The information in students Medical Record is used for diagnostic purposes, for treatment of student illness and completion of reports required by state and federal agencies (such as the examples given in the Access to Health Records Notice of Rights). It is a pre-admission requirement to have a medical history on file in Student Health Services prior to enrolling at the University.
Counseling Services Information Record
The Counseling Services Record contains a record of counseling services received while enrolled as a student at the University. The Counseling Services Record is retained in Counseling & Testing Services for eight (8) years from the last date of service and is under the supervision of Counseling & Testing Services staff. Information in the Counseling Services Record is confidential and can be released with the student's written permission or under special legal exceptions only.
Student Residence Hall Contract Record
Students Residence Hall Contract Record contains their name, home address and telephone, room assignment in the residence halls, verification of paid deposit and housing preferences.

Students Residence Hall Contract Record is located in the Residence Life main office and is under the direct supervision of the Associate Vice President for Student Affairs. The Associate Vice President for Student Affairs and Residence Life personnel are authorized to access the information in these records. The information in these records is used to provide the University with a record of students Residence Hall Contract, and to accomplish administrative procedures regarding their Residence Hall Contract. The records are permanent.
Student Residence Hall Withdrawal Record
Students Residence Hall Withdrawal Record contains their name, local and immediate forwarding address, and information concerning any damage assessments and disposition of their damage deposit, reason for withdrawal, and a copy of their residence hall contract.

The Student Residence Hall Withdrawal Records are located in the Residence Life main office and are under the direct supervision of the Vice President for Student Affairs. The Vice President for Student Affairs, Residence Life staff, and Business Office personnel are authorized to access the information in these records. The information in these records is used to provide the University with a record of student's withdrawal, and to accomplish administrative procedures regarding their withdrawal from the residence hall. These records are permanent.