FERPA training revision

As many of you are aware, the Board of Regents policy on Student Education Records regarding private student data under FERPA changed as of August 1, 2021. Since federal law, state law, and regents' policy govern access to student records, ASR has updated the Family Educational Rights and Privacy Act (FERPA) training for University of Minnesota employees.

This training reflects the recent changes made to the Student Education Records policy:

1. Students’ contact information (addresses, phone numbers, and university email address) are now in a new category called “limited directory information” and will be classified as private-restricted according to the University’s data classification table. The Managing Student Records policy and appendices are also being reviewed to be updated.
2. The University and its members will no longer share students’ contact information for public data requests or other third parties unless we have student consent.

The U of M is not requiring employees to retake the FERPA training. However, it is recommended if you would like a refresher, or if you are responsible for supervising employees who also take the FERPA training. You can access the FERPA training in the training hub.

Student Data Update course revision completed

Academic Support Resources staff have revised the Student Data Update (SDU) training course. The updated course reflects current PeopleSoft Campus Solutions navigation. The new format provides a better user experience and shortens the time required to complete the course. It also allows us to more easily make edits to the course in the future.

The new SDU course will continue to provide staff with initial training on how to make updates in Campus Solutions, specifically to the Student Advisor, Term Activation, Service Indicators, and Student Groups pages. SDU will remain a prerequisite for the SDU Add-on training courses. Staff with existing SDU-level access to Campus Solutions will not need to take the new course.

Keep in touch with the DegreeCat project

The DegreeCat project is the University’s multi-year effort to replace its custom-built tools related to degree planning and catalog and curriculum management. During the course of the project, Graduation Planner, Scheduler Builder, ECAS, and PCAS will be replaced by vendor solutions that provide better service than our homegrown solutions. Stay in touch with the project progress by joining the DegreeCat Google group. Just click the “joining the group” link in the middle of the group page to get monthly status updates and invitations to town hall meetings.

FERPA Q&A

Q: With the updated Student Education Records policy, can I still share a list of student emails?

A: It depends! If someone is a school official with a legitimate educational interest, they can have the information. If they are not a school official with legitimate educational interest, you still may be able to share under our limited directory policy. Student emails are no longer fully public information, but you can share that information with school officials or student groups unless a student has suppressed their information. A definition of “school official” and more information is available in the policy.

Remember, directory and limited directory information doesn’t start for new students until the first day of the first term of their enrollment.

Student Education Records policy changes

The Board of Regents policy on Student Education Records is changing as of August 1, 2021. The new language can be reviewed as part of the June Board of Regents meeting docket materials (see pages 5-7). The policy changes create a clear point in time when new students’ public/directory information becomes available. It helps us protect student information privacy and avoid problems such as phishing scams. There are two significant changes:

1. For the purposes of this policy, it adds a definition of “student” that clarifies students are those enrolled in for-credit academic courses. It also addresses the timing of when someone first becomes a student, which is the start-of-term in their first term of enrollment.
2. Students' contact information (addresses, phone numbers, and university email address) are no longer “directory information” and are in a new category called “limited directory information.” This means that the University will no longer share students’ contact information for public data requests or other third parties unless we have student consent. Students’ contact information can be shared with school officials and student groups.

To prepare for these changes, review and update your department’s practices about releasing directory information. Additionally, if your department maintains any public-facing listings of student contact information, they need to be updated to comply with the new policy.

One Stop Student Services reopening plan

One Stop Student Services will be reopening all locations on August 2, 2021. Their Contact Us page will be kept up to date with hours, contact methods, and information about their updated availability.

Summer 2021 grading basis reminder

As a reminder, students will have until the second to last day of instruction for summer classes to change their grade basis in MyU. Once their class has ended and their grades have been posted, students will have to use the form on the One Stop website to request a grade basis change. The form will be available until August 24, 2021 for all summer sessions.

If students wish to change their grade basis for any previous term, they must fill out an Academic Policy Petition. More information is available in the Fall 2020, Spring 2021, and Summer 2021 S/N Fact Sheet.