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Minnesota Government Data Practices Act - Procedures for Requesting Information from the University of Minnesota

Printed on: . Please go to http://policy.umn.edu for the most current version of the Policy or related document.

The Minnesota Government Data Practices Act ("MGDPA") requires that every state agency appoint a "responsible authority" who will "establish procedures to insure that requests for government data are received and complied with in an appropriate and prompt manner." The University has given that responsibility to the University's Records and Information Management Office. The Records and Information Management Office, established in 1996, serves as the University's "responsible authority" under the state public records law and also is responsible for developing, implementing, and coordinating a University-wide records management program.  The Records and Information Management Office reports to the Office of General Counsel.

Routine Requests for Public Information

(Student, employment, salary and purchasing) Many routine requests for public information can be obtained by calling the following locations. The general information regarding students is covered in Board of Regents Policy: Student Education Records.

Academic/Student Records - Office of Registrar
Twin Cities
OneStop Student Services
University of Minnesota
200 Fraser Hall
106 Pleasant St SE
Minneapolis, Mn 55455
612-624-1111
Fax: 612-625-3002
Duluth
Phone Center
University of Minnesota, Duluth
139 Darland
10 University Drive
Duluth, MN 55812
218-726-8000
Fax: 218-726-6144
Morris
Office of the Registrar
University of Minnesota, Morris
212 Behmler
600 East 4th Street
Morris, MN 56267
320-589-6030
Fax: 320-589-6025
Crookston
University of Minnesota, Crookston
Office of the Registrar
109 Selvig Hall
2900 University Avenue
Crookston, MN 56716
218-281-8547
Fax: 218-281-8050
Rochester
University of Minnesota, Rochester
Office of the Registrar
111 South Broadway, Suite 300
Rochester, MN 55904
507-258-8008
Fax: 507-258-8066
Human Resource and Purchasing Requests
System-Wide Requests
Type of RequestResponsible OfficeLocationPhone and Fax
Employment Verification - Faculty Mortgage OnlyOffice of Human Resources 612-625-8328
Fax: 612-625-2574
ALL Other Employment VerificationOffice of Human Resources Help DeskOffice of Human Resources
319 15th Avenue S.E.
200 Donhowe
Minneapolis, MN 55455
612-625-2000
Fax: 612-627-4515
Salary VerificationPayroll ServicesCentral Payroll
University of Minnesota
1300 S. 2nd Street
545 WBOB
Minneapolis, MN 55454
612-624-4585
Fax: 612-626-1053
Contract/Bid AwardsOffice of Purchasing ServicesPurchasing Reception Desk
University of Minnesota
Office of Purchasing Services
1300 S. 2nd Street
277 WBOB
Minneapolis, MN 55454
612-624-2828
Fax: 612-624-3410

Public Reports on the Web

The University of Minnesota publishes many statistical and informational reports on the website. See Appendix: Commonly Requested Public Information Links.

Media Requests

Requests from the media have to be made to the contact and address listed below. Requests must:

  • made in writing;
  • include a contact name and/or email address or phone number in order to communicate regarding the data request; and
  • be as specific as possible, including any story deadline dates.

Staff will contact the media requester and work with them to get the information they need in time for their deadlines.

System-Wide
News Service
University of Minnesota
University Relations
6 Morrill Hall
100 Church Street S.E.
Minneapolis, MN 55455
612-625-8510
Fax: 612-624-6369
dpa@umn.edu
Twin Cities
OneStop Student Services
University of Minnesota
200 Fraser Hall
106 Pleasant St SE
Minneapolis, MN 55455
 
Duluth
UMD Dept of HR&EO
255 Darland Administration Bldg
1049 University Drive
Duluth, MN 55812
218-726-7161
Crookston
Sue Erickson
Director of Institutional Effectiveness
309 Selvig Hall
Crookston, MN 56716
218-281-8277
Morris
Melissa Weber
Director, University Relations
600 East Fourth Street
Morris, Minnesota 56267
320-589-6050
urel@morris.umn.edu
Rochester
Sarah Oslund
Director of Communications and Public Relations
111 South Broadway, Suite 300
Rochester, MN 55904
507-258-8062
soslun@r.umn.edu

Other Requests for Public Information

All other requests for information should be sent to the contacts below. Your request should be as specific as possible. Making your request specific will enable us to locate the information as quickly as possible.

System-Wide
Coordinator, Records & Information Management
University of Minnesota
Records and Information Management
360 McNamara Alumni Center
200 Oak Street SE
Minneapolis, MN 55455-2006
612-625-3497
mckin018@umn.edu
Twin Cities
OneStop Student Services
University of Minnesota
200 Fraser Hall
106 Pleasant St SE
Minneapolis, MN 55455
 
Duluth
Director, Human Resources
261 DAdB
1049 University Drive
Duluth, MN  55812
218-726-6326
Crookston
Sue Erickson
Director of Institutional Effectiveness
309 Selvig Hall
Crookston, MN  56716
218-281-8277
Morris
Melissa Weber
Director, University Relations
600 East Fourth Street
Morris, Minnesota 56267
320-589-6050
urel@morris.umn.edu
Rochester
Gail Sauter
Associate Vice Chancellor/Admin
507-258-8009
Saute008@umn.edu
  1. How the University responds to public data requests

    The University will acknowledge receipt of the data request within 3 working days of receipt. The University will respond to all data requests as promptly as possible and within statutorily required time frames.

    If the data is not available, the requester will be notified in writing as soon as reasonably possible.

    If the data is available, but the data are not public, the requester will be notified as soon as reasonably possible and state which specific law says the data are not public.

    The Responsible Authority will work with requesters on a time frame for response, and help narrow the request as much as possible in order to provide the information requested as soon as possible.  Requesters should understand that the University of Minnesota is a large, decentralized entity, and that information they have requested may need to be gathered from several departments or units.

  2. Charging for copies of public data

    Charges for copies of data will follow the law. For 100 or fewer paper copies, the charge is $.25 per copy. For other types or amounts of copies, the charge will vary. The law authorizes entities to charge the cost of searching for, retrieving, copying and transmitting the data. This may include employee time, materials, and mailing costs. The Responsible Authority will respond to the requester with an estimate of the charges for the copies. Charges must be paid in full prior to the receipt of the copies. Charges must be paid by check, made out to the University of Minnesota.

  3. Summary data

    Summary data means reports or statistical data derived from private data and from which all identifying information is removed. The requester must pay the costs of preparing summary data, which may include employee time, materials, programming costs, etc. Within 10 days of receipt of the request, the Responsible Authority will inform the requester (1) whether it is possible to produce summary data without compromising confidentiality, and (2) if so, the time schedule and the estimated costs for producing the summary data. Charges must be paid in full prior to the information being processed.  Charges must be paid by check, made out to the University of Minnesota.

  4. How to request information about yourself

    If you are requesting information on yourself, please be as specific as possible. If you have an employee or student ID number, please include that in your request (if you do not have that information, please include a birthdate or the last 4 digits of your SSN).

    If you are requesting information on your minor children, an individual for whom you have been appointed legal guardian, or a decedent, please provide identifying information that proves you are the data subject's parent/guardian/next of kin.

    Individuals who are the subjects of data have certain rights under Minnesota state law. Additional information is available in Information on Rights of Subjects of Government Data.

  5. Standing requests

    Standing requests will be honored for 60 days, after which they must be renewed to ensure that the requester is still interested in receiving the data.

  6. Keeping Data Secure

    The University of Minnesota has policies and procedures relating to the privacy and security of information. These policies can be found at: http://www.policy.umn.edu/Policies/it/index.htm

    In the unfortunate event that a security breach has occurred and an unauthorized person has gained access to private data on individuals, those persons will be notified as required by law.

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Last modified on April 7, 2014