Definitions

Annual Notification of Rights is the yearly notification to students informing them of their rights under FERPA.

Custodian means the person responsible in each college or department for the educational records within that college or department.

Directory Information is information that is permissible to be released without the consent of the student. South Dakota Mines designates the following as directory information:

Student name, major and field of study, class year (FR, SO, JR, SR, Graduate), enrollment status (undergraduate or graduate; full or part time), dates of attendance, degrees conferred, awards and honors, most recent institution attended, photographs, participation in officially recognized activities and sports, and height and weight of student-athletes. 

Eligible Student means any student who currently attends or previously attended Mines. Students become eligible under FERPA at the time they are first registered for a class. FERPA rights transfer from a parent/legal guardian to the student when he or she reaches the age of 18 or attends a postsecondary school at any age.

Educational Records are records and documents containing information directly related to the student, which are maintained by Mines or a party acting on behalf of Mines.

Educational records exclude (1) sole possession notes, (2) campus police records available only to police and maintained within that department, (3) medical records available only to medical personnel and not shared elsewhere on campus, (4) alumni records, (5) employment records when employment is not contingent upon the employee’s status as a student, and (6) peer grading.

Legitimate Educational Interest is when a Mines school official is acting within the scope of his or her employment and/or job description, it is part of their job role to have access to that information, or it is necessary to access the information in order to fulfill his or her professional responsibilities to Mines.

Mines School Official is any person employed by or otherwise affiliated with Mines who is performing institutional services or doing work for the university. Mines School Officials include, but are not limited to, faculty, staff, consultants, contractors, any person serving on an official committee, student workers, and volunteers.