FERPA Q&A

Q: Our Events staff have asked for student names, email addresses, and mailing addresses to forward to the commencement photographer who will use the information to mail photo proofs taken at the ceremony to students. This information is considered limited directory information. Does this mean we need to receive permission from each individual student in order to release their information to the photographer? Or can we share the information so long as the student has not fully suppressed this information in their record?

A: Student contact information that hasn't been suppressed is in the "limited directory category," which means we can share it within the institution.

In a case like this, there are two potential options:

1. The photographer has a contract with the University, and the contract designates the photographer as a school official and obligates them to securely handle student data.
2. Students provide consent.

ASR recommends option 2. Most graduation processes have a student consent component built into them. This is typically for the student to give consent to have their name in the program or to have content on a website, regardless of whether they change their directory suppression status. Consent for the photographer can be built into this process similarly.

Grade Accountability Policy

The updated Grade Accountability Policy has been published in the policy library. Minor edits were made for clarity and to respond to community feedback received during public comment.

Completion of Parchment storefront upgrade

The University’s transcript vendor, Parchment, completed a storefront upgrade on March 21, 2023. This upgrade improved Parchment's interface, making it easier for users to order transcripts and duplicate diplomas. Single sign-on with internet ID and password continues to work, but anyone who created a Parchment account prior to March 21, 2023 will need to create a new account when they log in for the first time after the upgrade.

Fall 2023 registraion times

Fall 2023 class registration begins Thursday, April 13. Registration appointment times were posted for students in MyU on Monday, March 27. Students can find their appointment time by logging into MyU and selecting the "Academics" tab, then selecting the "Registration" sub-tab. Registration times and information on how to register for classes are available on One Stop.

If a student needs their appointment time adjusted because of a system error, contact One Stop Student Services (onestop@umn.edu). Include the student's internet ID, student ID, and name.