Access to Public Data

Requesting and Accessing Public Information

General guidelines

• 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.
• Upon request, we will provide copies of public data. We may charge for those copies according to our schedule of approved charges.
• You are not required to identify yourself unless we need the information for some purpose, such as sending the data, or clarifying your request.
• You don't have to tell us why you want the information.
• Upon request, we will explain the content and meaning of the data.
• If we store the public data you want on a computer, you may ask that we provide a copy to you in electronic form, and we will do so if we reasonably can. We do not have to provide the data in a format or program that is different from how we store it, but if we agree to do so, we will charge you for the cost of providing the copy.
• If we decide that the data you request is not public, we will notify you orally or in writing as soon as we reasonably can, and will tell you which law applies. If you ask, we will provide our decision in writing.

How to make routine requests for public information

Tell us what you want

Minnesota State University, Mankato requires that requests for the release of public information be in writing. Request for Public Information Form (10KB PDF) is available online or from Carol Stallkamp, Assistant to the President, located at: 309 Wigley Administration Center; Phone: 507-389-1112; Email: carol.stallkamp@mnsu.edu.

Please state that you are making a request under the Minnesota Government Data Practices Act. Make your request as specific as possible; describing the information you want as clearly as you can. We may need some time to locate the information you are requesting; clearly stating your request will help us to respond more efficiently.

Send your request to the appropriate person

For academic records contact:

Requests for Student Data should be directed to David Gjerde, Registrar, located at: Registrar's Office, 132 Wigley Administration Center; Phone: 507-389-6266; Email: david.gjerde@mnsu.edu

For personnel records contact:

Requests for Personnel Data should be directed to Loretta Lamb, Director of Human Resources, located at: Human Resources, 325 Wigley Administration Center; Phone: 507-389-2015; Email: loretta.lamb@mnsu.edu

For other records contact:

Requests for Other Public or Private Data should be directed to Carol Stallkamp, Assistant to the President, located at: 309 Wigley Administration Center; Phone: 507-389-1112; Email: carol.stallkamp@mnsu.edu

If you have other questions about access to public data contact:

Requests for Other Public or Private Data should be directed to Carol Stallkamp, Assistant to the President, located at: 309 Wigley Administration Center; Phone: 507-389-1112; Email: carol.stallkamp@mnsu.edu

Public Information Online

Much public information about Minnesota State University, Mankato and the MnSCU System and its colleges and universities is available on the internet. The following sites may provide you with the information you need.

MnSCU Web Sites

Internet Sites – These web sites can be accessed by MnSCU staff, faculty, students, as well as the public.

Family Education Rights Privacy Act (FERPA)

U.S. Code ("U.S.C.", Federal Laws)
FERPA cite: 20 U.S.C. 1232g

Code of Federal Regulations ("CFR") (Regulations for implementing Laws)
Cite for FERPA regs: 34 CFR 99
Solomon Amendment - Access to Student Data by Military Recruiters
Cite: 32 CFR 216

Family Policy Compliance Office of U.S. Department of Education (FPCO)

The FPCO provides technical assistance to post-secondary school officials in interpreting and complying with FERPA. Under the topic "FERPA Online Library" you will find letters of technical assistance that have been issued on a variety of topics.

These advisory letters provide valuable insight as to how the Department applies FERPA. However, since every factual situation is different, and the law is subject to change, college and university officials should consult with the Office of General Counsel or Attorney General's Office for assistance in applying that advice.

Catholic University of America Office of General Counsel
Under the general heading "Legal Information" there is a wealth of information on FERPA, including a web-course. Remember, however, that in Minnesota, application of the MGDPA may require a somewhat different response on certain issues.

Minnesota Government Data Practices Act (MGDPA)

Minnesota Statutes Chapter 13 is the MGDPA

Minnesota Rules implementing Chapter 13 of Minnesota Statutes

Information Policy Analysis Division of the Minnesota Department of Administration
IPAD provides assistance to state agencies and the public in understanding and complying with the MGDPA and other data management laws and policies. The IPAD Web site contains various training materials including power point presentations on basic data practices law and Data Practices Compliance Official (DPCO) training and model policies for public access procedures and access by data subjects.

Additionally, the IPAD Web site includes archive opinions of the Commissioner of the Department of Administration interpreting the MGDPA. The archive is searchable by topic. Like the advisory letters on FERPA from the FPCO, these opinions provide insight into how IPAD interprets the MGDPA, but you should exercise caution in applying those opinions to a different factual situation. Colleges and universities are advised to consult with the Office of General Counsel or the Attorney General's Office for assistance.

Additional informational sites

Council on Law in Higher Education
A nonprofit organization that develops resources for post-secondary educational institutions on legal issues. This Web site includes links to sources of law in numerous areas including privacy and other record management issues.