Request for Personnel Information

This document details procedures for responding to Requests for Personal Information. It is imperative that the message given is consistent and that we not indicate whether or not a student is a student of record.

Any questions or comments, please contact Al DuCett, Melissa Carrington-Irwin, Gale Lanning, or Nate Emerson.

I. Phone calls received during the day by ANY STAFF MEMBER in the college answering a phone. (Section I has different campus responses as Red Wing has a student message board and Winona does not.)

At Red Wing campus

Caller:	"Can you get a message to Sally Smith?"
Response:	"Because of data privacy concerns, I cannot verify whether or not this individual is a student at the college. I will forward your message to Student Services."
Caller:	"It’s an emergency."
Response:	"If he/she is a student, we will try to get the message to the individual immediately."
Caller:	"I need to know if he/she got the message."
Response:	"If he/she is a student and if we can reach the individual, he/she should be returning your call. I cannot verify if the message was received." (Never confirm if a message has or has not been delivered."

Then forward the call to Student Services staff. Student Services staff will:

Check the records to see if this is a "confidential student".
Use ISRS to look up the information, not the student files.
- If the student is a "confidential student", or if that individual is not a student of record, say:"Sorry, my records do not indicate this individual is a student at this college."
- If this is not a confidential student, then say: "This person is a student, but we can’t give out a schedule or other information. If you want to leave a message for the student, we will contact the individual. If there are additional questions, then refer to a counselor or an administrator.

At Winona campuses

Caller:	"Can you get a message to Sally Smith?"
Response:	"Because of data privacy concerns, I cannot verify whether or not this individual is a student at the college. Is this an emergency message?."
	If "No"
Response:	Sorry, we can only accept emergency messages.
	If "Yes"
Response:	"Ok, I will forward your call to Student Services. I think they can help you."

Forward call to Student Services staff. Student Services staff will:

Check the records to see if this is a "confidential student".
Use ISRS to look up the information, not the student files.
- If the student is a "confidential student", or if that individual is not a student of record, say: "Sorry, my records do not indicate this individual is a student at this college."
- If this is not a confidential student, then say:
  - "This person is a student, but we can’t give out their schedule. If you want to leave a message for the student, we would be happy to post it.
  - If there are additional questions…Then refer to the counselor or an Administrator

II. Phone Calls During the Evenings (All Campuses)

It’s important that everyone working during the evenings understand that our students’ safety is at risk if they don’t follow these procedures. We indicate that we don’t know who is a student at the college even if we do. This is done because we do not in evening coverage have ISRS access to student information to determine whether or not a student is confidential. This procedure is followed so that persons such as potential stalkers will notice no variation in the way we answer questions regarding students.

Caller:	"I would like to contact one of the students taking a class here tonight. Can you help me?"
Response:	"Because of data privacy concerns, I can’t verify whether or not this individual is a student at the college; and I don’t have access to student data. If you believe this individual is a student, do you have an idea where this person would be? I will try to relay your message, but I cannot verify if the message is received."

Forward to evening contact person. Message of contact person is the same: Try to explain data privacy. Don’t indicate if individual is or is not a student. Do not hesitate to call 911 if needed or if you sense suspicious intent. A panic button in the reception area is also available to signal 911.

III. Walk In Requests to see a student.

Evenings all campuses

" Sorry, I can’t help you. I don’t have access to student records."
- People may wander the halls, but don’t offer that they do that.
- Call security and alert them to someone being in the building.
- Notify evening supervisor that this person is in the building.

Daytime all campuses

"Sorry, I can’t help you with that. Let me refer you to Student Services."
- Have the person have a seat.
- Student Services staff will -
- Check the records to see if this is a "confidential student".
  – Use ISRS to look up the information, not the student files.
If the student is a "confidential student", or if that individual is not a student of record, say: "Sorry, my records do not indicate this individual is a student at this college."
If this is not a confidential student, then say: "This person is a student, but we can’t give out their schedule. If you want to leave a message for the student, we would be happy to try to deliver it.
(If it’s an emergency) "Have a seat and we’ll try to locate the student." (Get the name of the visitor and a general message. It’s up to the individuals on duty to determine how much effort they need to put into delivering the message.

IV. Subpoena, Court Order, or Warrant (all campuses)

Subpoena or Court Order

Immediately refer these to an administrator or a counselor. Administrators or the counselors will contact the MnSCU Attorney General and indicate what course of action should be followed. The college will more than likely need to comply with a subpoena or court order, but contact will be made with the Attorney General anyway.

What do I do if the police come with an arrest warrant for a student?

The usual procedure is to call the student to the main office and allow law enforcement to serve the warrant in the main office (or more private office). You should not give the student’s schedule to the officer. However, if there is a safety issue (such as the student is wanted for murder), the health and safety emergency exception of FERPA (Family Educational Rights and Privacy Act) would allow you to inform law enforcement officials of the student’s whereabouts.

Minnesota State College-Southeast Technical