How to make a data request:
To look at data, or request copies of data that St. Cloud State University keeps, you must make a written request. Refer to the data practices contacts document to determine to whom you will send a written inquiry. You may make your written request using the preferred method of completing the data request form.
If you choose not to use the data request form, your written request should:
- State whether you are a member of the public requesting general public data, or whether you are the data subject and the data is about you (or a minor child);
- Data Subject: If requesting information on yourself, you must provide proof of your identity before we can respond to your request for data. If you are requesting data about your minor child, you must show proof that you are the minor’s parent. If you are a guardian, you must show legal documentation of your guardianship, (see identity verification guide; or if you are unable to present the identity verification in person, see the notary identity verification guide). If your minor child is attending SCSU as a student, then you must also get their consent using the data release consent form before SCSU can release the information.
- Member of the Public: You do not need to identify who you are or explain the reason for your data request. However, depending on how you want us to process your request (if, for example, you want us to mail you copies of data), we may need some information about you. If you choose not to give us any identifying information, we will provide you with contact information so you may check on the status of your request. In addition, please keep in mind that if we do not understand your request and have no way to contact you, we will not be able to begin processing your request.
- State that you are making a request, under the data practices act (Minnesota Statues, Chapter 13).
- State whether you would like to inspect the data, have copies of the data, or both; and
- Include a clear description of the data you would like to inspect or have copied.
Costs:
SCSU may charge fees as authorized under statute sections 13.03 and 13.04. If it is determined that a fee is due, you will be informed of the estimated amount prior to data being presented or delivered. The fee must be paid in advance of receiving the requested materials. SCSU does not charge if the total fee is less than $10.00. A request shall not be broken into smaller individual requests in an attempt to avoid charges. Multiple requests that are received consecutively and are connected will be considered as one request when determining costs.
Data Subject: If you are requesting information that is about you, you may view the materials free of charge, but we may charge for the following…
- The actual cost of the copies.
- Actual cost for a data subject included,
- employee time to make the copies;
- the cost of the materials onto which the copies are made (paper, CD, DVD, etc.);
- mailing costs (if any); and
- for data that we cannot reproduce ourselves, such as photographs, the actual cost we must pay an outside vendor for the copies.
Member of the Public: If you are requesting public information that is not about you, you may view the materials free of charge, but we may charge for the following…
- Cost to research, retrieve, and transmit information via email or other electronic transmittal.
- 100 or fewer pages of black and white, letter or legal paper copies at a flat rate of $.25 for single sided or $.50 for double sided copies. This flat rate includes paper and mailing costs.
- The actual cost for all other requests including those for more than 100 pages of copies, color copies, or copies of data stored on another medium such as photograph, CD, flash drive, email, etc. Actual costs for a member of the public include:
- Employee time to research the data, retrieve the data, and/or copy the data. The hourly wage of the lowest paid employee who has the authority to search, access, and prepare the data will be used to calculate this charge;
- the cost of the materials onto which the copies are made (paper, CD, DVD, etc.);
- mailing costs (if any); and
- for data that we cannot reproduce ourselves, such as photographs, the actual cost we must pay an outside vendor for the copies.
How SCSU will respond to a data request:
SCSU is not required under the government data practices act to respond to questions that are not specific requests for data. For all written requests that are specifically for data:
- If we do not have the data, we will notify you in writing.
- If we have the data, but you are not permitted to access the data, our data practices act compliance officer will notify you and state which specific law(s) applies.
- If we have the data, and you are permitted to access the data we will…
- arrange a date, time, and place for you to inspect data, for free, if your request is to look at the data, or
- provide copies, if your request is for copies. We will notify you of any costs involved.
- When possible, we will provide electronic copies by email or secure sharing site. If you specifically request paper or another medium, you may choose to pick up your data, or have it mailed or faxed to you.
Communications or notices provided in writing may be done by email. For requests by the data subject, we will respond within ten (10) business days. After we have provided you with access to your data, we do not have to show you the data again for six (6) months unless there is a dispute or we gain new data about you. For requests by members of the public, we will respond as soon as reasonably possible.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask.
The government data practices act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement. For example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request. If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time.