Data Privacy

Data Privacy Introduction

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Federal and State laws provide privacy protection for certain information ("government data") that is maintained by public entities, including 亚洲无码 Colleges and Universities. This website is designed primarily to assist 亚洲无码 Colleges and Universities employees to understand their responsibilities when handling government data. Most of the information deals with education (student) data or personnel (employee) data since those are the types of data most commonly encountered by the system's employees. Education and personnel data are presumptively private and not accessible to persons outside the college or university without the written consent of the subject of the data.

Please contact Daniel McCabe at the Office of General Counsel (651) 314-3428 for assistance in data privacy compliance.

Each college and university has identified a Data Practices Compliance Official as required by Minn. Stat. Sect. 13.05, subd. 13. The DPCO is the designated employee to whom questions or concerns about data access may be directed. Consult college or university data access policies for information on identifying the DPCO.

DPCO List for 亚洲无码 Colleges and Universities

Data Practices Compliance Official Appointment Form

Data Practices Compliance Official Contact Information Form

Employees and students at system institutions are referred to those institutions for access to their information.

Under the Minnesota Government Data Practices Act (MGDPA), individuals who are subjects of data collected or maintained about them by the 亚洲无码 Colleges and Universities system office have certain rights. This document is informational and based upon provisions of the MGDPA, which are subject to change; it does not amend any rights employees may have under collective bargaining agreements or applicable personnel plans.

Right to Know What Data is Kept About You and How it is Classified.

To access public or private data about yourself at the system office, please contact your supervisor or the individual listed for personnel data in the System Office Guide to Accessing Public Information.

We may ask you to make your request in writing. There is no charge for simply viewing your data, but if you ask for copies, there may be a charge pursuant to the system office standard charge on copies policy.

Upon request, you will be informed of the content and meaning of public or private data that is maintained about you.

Access to private data need not be given more often than every six months unless a dispute about the data is pending or additional data is collected or created or is otherwise required under an applicable collective bargaining agreement or personnel plan.

Access to your data will be given within ten working days of your request.

Right to Data Notice (a.k.a. “Tennessen Warning”) When Private of Confidential Data is Collected From You.

When the system office collects data from you that is classified by the MGDPA as private or confidential, you will usually have a right to be notified of the following:

Why the data is being collected and how it is to be used;
Whether you are legally required to provide the data, and what the consequences are if you provide or do not provide the data;
Who has the legal right to have access to the data (not specific names, but categories of persons or entities).

This notice does not need to be in writing.

Right to Challenge the Accuracy or Completeness of Data About You.

If you think that data maintained by the system office about you is inaccurate of incomplete, you may file a data challenge to try to have the data changed.

Accurate means the data are reasonably correct and do not contain factual errors; complete means that the data describe the history of your contacts with the system office in a complete way. This procedure is not a substitute for any grievance process available under your collective bargaining agreement or applicable personnel plan.

To make a data challenge, write to: Daniel McCabe, Assistant General Counsel, daniel.mccabe@minnstate.edu, and state clearly that are you making an accuracy or completeness challenge; identify the data you are challenging, and what you think should be done. You will receive a decision within thirty days whether the system office agrees with your challenge. If it agrees, your data will be amended appropriately. If the system office disagrees or believes that your request is to something other than the accuracy or completeness of the data, the challenge will be denied.

If your challenge is denied, you have the right to file an appeal with the Commissioner of the Minnesota Department of Administration. Your appeal must be in writing and filed within sixty days of the system office’s decision.

If you believe that public or private data the system office maintains about you is inaccurate or incomplete, you have the right to include a statement of disagreement with the data. If the disputed data is released to a third party, the system office will include your statement of disagreement with the data.

If you have further questions about your rights as a data subject at the system office please contact:

Daniel McCabe, Assistant General Counsel, 30 E. 7th St., Suite 350, St. Paul, MN 55101; 651-314-3428; daniel.mccabe@minnstate.edu, the system office Data Practices Compliance Official.

This guide is intended to facilitate timely and efficient responses to requests for public information from the 亚洲无码 Colleges and Universities system office. It addresses such questions as who to contact for access to different kinds of public information, and how to make a request.

College/University Data Requests

If you are seeking public information about one of the system’s colleges or universities or its personnel, please contact the college or university directly. General contact information for each of the 亚洲无码 Colleges and Universities is available on the 亚洲无码 Colleges and Universities website.

A list of system Data Practices Compliance Officials for each college and university is available on the 亚洲无码 Colleges and Universities Office of General Counsel’s webpage.

Public Information About the System Office

Much public information about the 亚洲无码 Colleges and Universities system, the Board of Trustees, system office, and our colleges and universities is available on the 亚洲无码 Colleges and Universities website.

Requesting and Accessing Public Information from The System Office

Websites for divisions within the system office are available online at the 亚洲无码 Colleges and Universities website. Refer to the guidelines below if you are unable to locate the information you are seeking through one of those websites.

Requesting and Accessing Public Information About 亚洲无码 Employees

Public data on 亚洲无码 employees is available at , , and online campus employee directories.

General Access 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 public data on the public’s own computer, but in some cases, we may charge for such access as permitted by law.
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 are not required to provide data that we do not keep.
Upon request, we will provide copies of public data. We will charge for copies in accordance with applicable law. Information about system office copy charges is available online.
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 unless we need it to comply with applicable laws.
Upon request, we will explain the content and meaning of the data you requested.
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 determine that the data you request are not public, we will notify you and will tell you which law applies. If you ask, we will provide our decision in writing.

Requesting Specific Public Information

Put Your Request in Writing

Your request should be 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. Please state that you are making a request under the Minnesota Government Data Practices Act.

Send Your Request to the Appropriate Person

Contact the individual listed below for the subject matter you are seeking. Written requests should be directed to the appropriate individual, at the following address:

亚洲无码 Colleges and Universities
30 7th St. E., Suite 350,
St. Paul, MN 55101-7804

Media Requests

Noelle Hawton, Chief Marketing and Communications Officer
E-mail: noelle.hawton@minnstate.edu

Personnel Records (system office personnel data only)

Deb Gehrke, Human Resources Director
E-mail: deb.gehrke@minnstate.edu

Board of Trustees Records

Kari Campbell, Executive Director
Fax: 651-201-1705
E-mail: Kari.Campbell@minnstate.edu

Internal Auditing Records

Amy Jorgenson, Chief Audit Officer
Fax: 651-296-8488
E-mail: amy.jorgenson@minnstate.edu

All Other Record Requests

Daniel McCabe, Assistant General Counsel
System Data Practices Compliance Official
Phone: 651-314-3428
E-mail: daniel.mccabe@minnstate.edu

The system office ("Office") shall collect all necessary fees prior to releasing copies, unless other arrangements for payment have been agreed upon. The Office will not charge another governmental entity for copies provided as part of the normal course of business. Checks for copies provided by the Office should be made out to "State of Minnesota."

100 or Fewer Paper Copies: $.25 Per Page

Pursuant to Minnesota Statutes § 13.03, subd. 3 (c), the Office 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 Copies: Actual Cost

For requests for more than 100 pages of paper records, or for copies of data in other media such as electronic data, photographs, tapes, microfilm, etc., the charge will be the actual cost of providing the copies, as permitted by law. When calculating actual costs, the law permits inclusion of: employee time to search for and retrieve data that has been requested for copying; employee time to make copies; cost of media (paper, CD ROMs, DVDs, etc.; mailing costs; employee time to prepare copies (sort, label data, remove staples, paper clips, take data to copier); and costs of reproduction that cannot be done by the Office. Charges do not include employee time to separate public from not public data and other factors that are not permitted by law.

Copies of data that have commercial value may be subject to additional fees, as permitted by law. The Office may provide an estimate of costs before completing a request.

NOTE: The Office retains the discretion to reduce or waive charges for copying in appropriate circumstances, such as when the copying costs are minimal.

亚洲无码 is committed to ensuring the privacy and security of personally-identifiable health information.

The Health Insurance Portability and Accountability Act (“HIPAA”) regulations apply to organizations and individuals in the health care industry such as health plans and health care providers. These are called “covered entities,” meaning they are covered by HIPAA. Although 亚洲无码 does not primarily engage in the provision of health care, some units within the system may perform functions that bring 亚洲无码 within the definition of a covered entity. 亚洲无码 therefore designates itself as a “hybrid entity” -- the term for an institution performs both HIPAA- covered and non-covered functions.

As a hybrid entity, 亚洲无码 must designate those departments (“Health Care Components”) that perform covered functions and would meet the definition of a covered entity if they were a separate legal entity. 亚洲无码 designates the following departments and centers, in their entirety, as Health Care Components that are required to comply with any applicable HIPAA regulation(s):

The Dental Hygienic Clinic, Speech and Language Therapy Clinic, and Student Health Services at 亚洲无码 University, Mankato
The Dental Hygienic Clinic at 亚洲无码 Community and Technical College
The Dental Hygienic Clinic at Rochester Community and Technical College
The St. Cloud State University Medical Clinic
The 亚洲无码 University, Moorhead Speech and Language Therapy Clinic

The following administrative personnel and offices within 亚洲无码, to the extent they perform support functions on behalf of any of the Health Care Components listed above, and access Protected Health Information (as defined in HIPAA) in performing those support functions, are also designated Health Care Components:

System Office and Campus Business/Finance/Accounting Offices
Office of the General Counsel
System Office and Campus IT Divisions
Office of Internal Audit
Campus HIPAA Privacy and Security Officers
Campus Offices of Sponsored Programs and/or Research
Other individuals or offices who may become part of the HIPAA Health Care Component(s) for limited projects

NOTICE: The purpose of this site is to provide general information only, and nothing on this site should be construed as legal advice. The information provided on this site is not intended to alter or amend official 亚洲无码 policy or procedure.

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