Data Access Procedure

Institutions must collect, disclose, and retain government data in compliance with state and federal law. Educational records are governed by the Minnesota Government Data Practices Act and the Family Educational Rights and Privacy Act (FERPA). Educational records contain information directly related to a student. These records are generally private and subject to strict rules of disclosure.

Data Access Policy
Data Practices (Minnesota Statutes, Chapter 13)

Right To Access Public Data

The Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government data are public unless a state or federal law says the data are not public. Government data is a term that means all recorded information a government entity has, including paper, email, CD-ROMs, photographs, etc.

The Data Practices Act also provides that Minnesota State University Moorhead (MSUM) must keep all government data in a way that makes it easy for you, as a member of the public, to access public data. You have the right to look at (inspect), free of charge, all public data that we keep. You also have the right to get copies of public data. The Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies.

General Guidelines for Members of the Public Requesting Information

  • Any member of the public is allowed to view public information without charge.
  • Viewing of public information will be at reasonable times and places.
  • Viewing does not include receiving copies of information unless providing a copy is the only way for us to provide viewing.
  • Viewing includes remote access and the ability of the public to download the data on the public’s own computer, but in some cases, we may charge for such access.
  • We will provide access to public data as soon as we reasonably can, but we may not be able to provide the information you want immediately because we need time to locate or copy the information.
  • We do not have to provide data that we do not keep.
  • If we determine the data you requested is not public information, we will notify you verbally or in writing as soon as we reasonably can, and the law which applies will be noted. If requested, we will provide our decision in writing.

How to Make a Data Request

To look at data or request copies of data that MSUM keeps, make a written request. Make your written request for data to the appropriate individual listed in the Data Practices Contacts. You may make your written request for data by mail, fax or email, using the data request form.

If you choose not to use the data request form, your written request should include:

  • That you, as a member of the public, are making a request for data under the Data Practices Act, Minnesota Statutes, Chapter 13.
  • Whether you would like to look at the data, get copies of the data, or both.
  • A clear description of the data you would like to inspect or have copied.

How We Respond to a Data Request

We will respond within ten business days with the data or details of when the data will be ready, and if there will be a charge.

Copy Costs for Members of the Public

Standard Copying Fees for Data Requests
100 or Fewer Paper Copies: $.25 Per Page

Pursuant to Minnesota Statutes, section 13.03, subdivision 3(c), Minnesota State University Moorhead charges $.25 per page (or $.50 per two-sided copy) if the request is for 100 or fewer pages of black and white, letter or legal-sized paper copies.

Most Other Types of Copies – Actual Cost

For data requests that involve producing copies from computer, microfilm, or other machine-based recording systems, the University’s standard charge is the actual labor plus material costs of producing copies from those systems. The actual cost of labor will depend upon the personnel required for the request. There may also be a charge for any actual costs incurred for mailing or electronically transmitting the data. The University could provide an estimate of costs before completing a request.

In addition to charging for the cost of copying, the University’s policy is to charge for the cost of searching for and retrieving the data to be copied, as permitted under the Minnesota Government Data Practices Act. Pursuant to Minnesota Statutes, section 13.03, subdivision 3 and section 13.04, subdivision 3 (providing that where the requestor asks for copies of public data and the requester is not the subject of the data, the requester may be charged for the actual costs of searching for and retrieving the data to be copied). The University’s charge for searching and retrieving data for the purpose of copying will depend upon the personnel required for the request.

NOTE: The responsible authority designee handling a data practices request for copies of data retains the discretion to reduce or waive the University’s standard charges for copying in appropriate circumstances, such as when copying costs are minimal.

Data Practices Contacts

For public data contact:
Office of Institutional Effectiveness
Minnesota State University Moorhead
Livingston Lord Library 203
1104 Seventh Avenue South
Moorhead, Minnesota 56563
Phone: 218.477.2376
Fax: 218.477.4396
datareq@mnstate.edu

For personnel records contact:
Human Resources Office
Minnesota State University Moorhead
Owens Hall 214
1104 Seventh Avenue South
Moorhead, Minnesota 56563
Phone: 218.477.2157
Fax: 218.477.2123
hr@mnstate.edu

For academic transcripts contact:
Registrar's Office
Minnesota State University Moorhead
Owens Hall 210
1104 Seventh Avenue South
Moorhead, Minnesota 56563
Phone: 218.477.2565
Fax: 218.477.2941

Data Practice Officials

Responsible Authority
Dr. Tim Downs - President
Minnesota State University Moorhead
Owens Hall 203
1104 Seventh Avenue South
Moorhead, Minnesota 56563
Phone: 218.477.2243
Fax: 218.477.5093
president@mnstate.edu

Data Practices Compliance Official
Heather Soleim - Registrar
Minnesota State University Moorhead
Owens Hall 210
1104 Seventh Avenue South
Moorhead, Minnesota 56563
Phone: 218.477.4060
Fax: 218.477.2941
heather.soleim@mnstate.edu