University Policies

PRIVACY RIGHTS OF STUDENTS

DSU has responsibility under the Family Educational Right and Privacy Act (FERPA) of 1974 to protect the privacy of student education records. FERPA outlines the obligations of the institution regarding the release of educational records and the access provided to these records. Student educational records considered confidential may not be released without the written consent of a student unless such action is covered by exceptions permitted by FERPA.

If you have any questions regarding any information contained here, please contact the Office of Academic Records:

Phone: 701-502-4044
Email: dsu.records@dickinsonstate.edu

FERPA Release Request

A FERPA Release request allows students to provide consent to disclose personally identifiable information contained in their educational record. A student may either "ALLOW" the release of their information or "REVOKE" the FERPA information they already have on file.

Sign into Campus Connection
Select the DSU eForms tile
Select Records Office from the left menu
Select "FERPA Release"

Please allow at least five (5) business days for processing.

Student Rights

See Notification of Rights Under FERPA section below for specific details regarding student rights.

Students are defined as individuals who are or have been enrolled in credit classes at DSU, regardless of age or parental/guardian dependency status. FERPA does not apply to records of applicants for admission who are denied acceptance and do not enroll in classes.

Educational Records

Educational records are those records, files, documents, or other materials that contain information directly related to a student and are maintained by the University or by a party acting on behalf of the institution. This includes any information or data recorded in any medium such as handwritten, electronic, email, video, or audio tapes, etc. Educational records include more than just the academic record and are not confined to the student’s file in the Office of Academic Records.

Some examples of educational records are:

A document with the student's name and ID
Personally identifiable information (SSN, DOB, Student ID, Address, phone, Gender, Race/Ethnicity, Residency status, etc.)
Grades/G.P.A./Academic Standing
Class Schedule/Class Attendance/Rosters
Exams, papers, and other graded projects
Academic Performance
A computer display screen
Student financial records

What are not educational records:

Sole possession records: Records (desk drawer notes) of instructional, supervisory, and administrative personnel kept in the sole possession of the maker of the record and not revealed to anyone.
Law enforcement unit records: Records of our campus law enforcement unit created and maintained separately and used solely for law enforcement purposes.
Employment records: Records relating to persons who are employees. NOTE: Records of individuals who are employed as a result of their status as students (e.g. work-study or graduate assistant) are education records.
Medical records: Records kept and maintained by a health care professional, used solely in connection with medical or psychological treatment and are available only to individuals providing treatment. These records are protected by HIPAA.
- For student medical or treatment records released for any purpose other than treatment, the record becomes educational and is released according to FERPA.
Alumni records: Records created by an institution after a student has left the institution.

Notification of Rights Under FERPA

The Family Educational Rights and Privacy Act of 1974 (FERPA) affords students certain rights with respect to their educational records. They are as follows:

The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.
- Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected.
The right to request the amendment of the student's education records that the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights.
- Students may ask the University to amend a record and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
- One exception which permits disclosure without consent is disclosure to University officials with a legitimate educational interest. A University official is a person employed by the University or the North Dakota University System in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company supervising an educational experience (student teaching, clinical experience, practicum, internship, etc.); a person or organization related to credentialing or licensing a student; a person or company with whom the University or North Dakota University System has contracted (such as an attorney, auditor, or collection agent); employees of the North Dakota Attorney General's Office providing legal representation to DSU; a person serving on the Board of Higher Education; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another University or University System official in performing their tasks. A University official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibility.
- Upon request, the University discloses education records without a student's consent to officials of another school in which a student seeks or intends to enroll.
- As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which students' education records and personally identifiable information (PII) contained in such records—including Social Security Number, grades, or other private information—may be accessed without student consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities ("Federal and State Authorities") may allow access to education records and PII without student consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is "principally engaged in the provision of education," such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to education records and PII without student consent to researchers performing certain types of studies, in certain cases even when the University objects to or does not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive student PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems (SLDS), State Authorities may collect, compile, permanently retain, and share without student consent PII from education records, and they may track student participation in education and other programs by linking such PII to other personal information about students that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.
The right to request the following categories of personally identifiable information, or “directory information,” not be made public:
- Student Name *
- Hometown (city, state)
- Campus E-mail address **
- Height, weight, and photos of athletic team members
- Major field of study (all declared majors)
- Minor field of study (all declared minors)
- Class level
- Dates of attendance
- Enrollment status (withdrawn, less than half-time, half-time, three-quarter-time, full time)
- Names of previous institutions attended
- Participation in officially recognized activities and sports
- Honors/awards received
- Degree earned (all degrees earned)
- Date degree earned (dates of all degrees earned)
- Directory photos, photographs, and video recordings of student in public or non-classroom settings (photographs from classrooms or class-related activities are NOT directory information)

*If a student provides a preferred name, the University tries to use it when communicating directly with the student. Preferred name is a supported business practice, unless there is a documented business or legal reason to use a student’s legal name. When communicating with outside third parties, including parents, the University generally uses a student’s legal name.

**Campus email addresses are only disclosed to requestors who agree not to use them for solicitation.

Students may provide consent to release non-directory information (financial and academic records) to designated third parties by completing the FERPA Release Form. The release remains in effect until revoked in writing.

A student may either “ALLOW” the release of their information or “REVOKE” the release of information if they already have on file by completing the following:

Sign into Campus Connection
Select the DSU eForms tile
Select Records Office from the left menu
Select "FERPA Release"

Restrict Directory Information

Under the Family Educational Rights and Privacy Act, students have the right to request directory information not be made public by contacting the Office of Academic Records. DSU will honor student requests to withhold directory information until the student makes the request in writing to lift the restriction. DSU receives inquiries for "directory information" from a variety of sources including, but not limited to, prospective employers, government agencies, news media, parents, other colleges and universities, licensing agencies, etc. DSU has no responsibility to contact students for subsequent permission to release directory information after it is restricted.

For additional information, any student wishing to exercise this right must contact the Office of Academic Records, May Hall, Room 111.

5. The right to file a complaint with the U.S. Department of Education concerning alleged failure by DSU to comply with the requirements of FERPA:

U.S. Department of Education
Student Privacy Policy Office
400 Maryland Ave. SW
Washington, DC 20202

Parent/Guardian Rights Under FERPA

When a student reaches the age of eighteen (18) or begins attending post-secondary institution regardless of age, FERPA rights transfer to the student.
Parents may obtain non-directory information when their student has provided a signed consent (FERPA Release) to the institution or provides evidence of dependency as defined by Internal Revenue Code of 1986 – Section 152.
Students may give access to a parent/guardian as a proxy to view or perform some actions in Campus Connection, such as view grades/classes or pay tuition.
- Directions for students to delegate access to a proxy

CHILDREN OF STUDENTS, EMPLOYEES, AND VISITORS

Dickinson State University's mission is to provide high-quality, accessible programs to promote excellence in teaching and learning; to support scholarly and creative activities; and to provide services relevant to the economy, health, and quality of life of the citizens of the State of North Dakota. Toward this end, Dickinson State University seeks to balance its desire to be an open, family-friendly institution with the assurance of the safety of all campus visitors and that students, staff, and faculty are not distracted from their work.

It is the policy of Dickinson State University not to allow children of students, employees, or visitors in campus classrooms, work areas, hallways, libraries, lounges, and areas adjacent to classrooms, laboratories, or offices, except at University sponsored or approved events and activities or under the circumstances as described below. Children are not permitted in laboratories, workshops, or storerooms except for those occasions when public programs are being presented and children are supervised in those spaces. Other areas may also pose safety risks for children, and access to those areas should be similarly restricted.

Guidelines

Children visiting campus for any reason must be under direct supervision at all times.
Children should not be brought to the workplace as a replacement for childcare services. If a situation arises that requires faculty, staff, or student employees to obtain alternate childcare, Dickinson State University will make every effort to provide the employee with a reasonable amount of time away without pay for arranging alternate childcare.
In accordance with the Patient Protection and Affordable Care Act, DSU will provide "reasonable break times for an employee to express breast milk for her nursing child for 1 year after the child's birth each time such employee has need to express milk." This break time is compensable. DSU will also provide "a place, other than a bathroom, that is shielded from view and free from intrusion from coworkers and the public, which may be used by an employee to express breast milk.”
In those circumstances where it is necessary for a student, staff, or faculty member to bring a child to campus, the following apply:

Permission must be sought from the appropriate faculty member before bringing a child into the classroom or from the supervisor before bringing a child into the workplace.
Regardless of permissions received, a student, staff, or faculty member bringing a child to campus is solely responsible for the child and its safety and may not ask another student, staff, or faculty member to accept responsibility for looking after the child (e.g., the child may not be sent to the Library or Gymnasium to be supervised by the staff on duty there; other students, staff, or faculty should not be asked to look after the child while the parent runs an errand).
Any request by the faculty member, supervisor, or other appropriate University official that the child leave the classroom or other workspace must be honored immediately.

Any student, staff, or faculty member who believes their performance or productivity has been adversely affected by the presence of a child on campus may discuss their concerns with the faculty member responsible for the class, supervisor for the workplace, Director of Human Resources, Dean of Students, Provost, or Vice President, who shall complete a review within ten (10) working days. A written response shall be forwarded to the complainant, the alleged violator of this policy, and the supervisor of the alleged violator.

DSU Policy No. 617.1.001

DRUGS AND OTHER SUBSTANCES

Drug and Substance Abuse Procedure

Dickinson State University is committed to the intellectual, physical, social, and psychological well-being of its students. In its pursuit of excellence, the University is dedicated to promoting a campus environment which enhances and preserves the development, safety, and welfare of its community. It further supports conformity to all federal, state, and local laws regarding alcohol and other substance use and abuse. Acknowledging the existing concerns and problems surrounding this issue, the University is committed to educating and informing its community of the physical, mental, social, and legal risks of chemical abuse and to developing interventions for those with specific substance abuse problems.

Regulations

Dickinson State University faculty, staff, and students are prohibited by state and federal law from the possession, sale, purchase, delivery, or manufacture of any controlled substance as defined by federal statute or the North Dakota Century Code. Faculty, staff, and students are responsible for complying with the alcoholic beverage laws of the State of North Dakota and the City of Dickinson.

Such laws include restrictions against:

Purchase, consumption, or possession of alcohol by a minor;
Purchase of alcohol for a minor;
Furnishing alcohol to a minor;
Misrepresentation of age by a minor;
Illegal sale of alcoholic beverages;
Public intoxication;
Driving while intoxicated.

Dickinson State University’s Student Code of Conduct prohibits the possession or consumption of alcoholic beverages and further prohibits unlawful use, possession, sale, or distribution of marijuana or any controlled substance or paraphernalia. The prohibitions are in effect on University owned property and at all University sanctioned and sponsored events.

Education/Awareness & Prevention Activities

To educate students about alcohol and substance abuse, Dickinson State University will promote awareness of the impacts of use/abuse of alcohol and other drugs and encourage responsible decision making about the use or non-use of these substances. The campus will actively participate in larger national awareness efforts such as National Alcohol and Drug Awareness Week. The University will provide educational programs throughout the year consisting of experts in the areas of alcohol and substance abuse prevention. Special efforts will be directed toward each incoming first year class with their UNIV 100 classes and Residence Hall activities.

Alcohol Violations

An alcohol violation will be issued to anyone who is in possession or consumption of an alcoholic beverage anywhere on Dickinson State University property. Behavior while in a state of intoxication that is loud, disruptive, and potentially injurious to the health or safety of others or affecting the cleanliness or maintenance of University facilities is considered a violation of the procedure. Specific to students, the following sanctions will be issued in relation to violations:

First Alcohol Violation
The student will be fined a minimum of $100.00 and will be required to participate in an Alcohol Education Program. If the student fails to attend the mandatory class, there will be an additional $25.00 fine. A letter of notification will be sent to the parents of students who are under twenty-one (21) informing them of the alcohol violation. If the student is also a residential student, the privilege of living in Main Campus Apartments is lost, and the student will be located to another residence hall.
Second Alcohol Violation
The student will be fined a minimum of $200.00 and required to participate in an alcohol education evaluation, at their own cost. If the student fails to participate in this alcohol education and evaluation, there will be an additional $50.00 fine. The student may be put on disciplinary probation by the Dean of Students. A letter of notification of the second alcohol violation will be sent to the parents of students who are under twenty-one (21) years of age.
Third Alcohol Violation

The student will be fined a minimum of $400.00. The student will be required to meet with their parents or guardian (if the student is under 21), an alcohol counselor, and the Dean of Students to develop a remediation plan. A determination will be made regarding the student’s continued residency in campus housing facilities if the student lives on-campus. The student will be placed on disciplinary probation by the Dean of Students.

Drug Violations

The use, possession or distribution of any state or federally controlled drugs on University property is prohibited. The University will cooperate fully with law enforcement officials in the enforcement of laws designed to prohibit drug use and possession. Students who violate policies and regulations while under the influence of drugs will be subject to disciplinary action on the basis of their offenses and may be required to complete a substance abuse treatment program. In addition, they are subject to possible criminal penalties for illegal drug use. Federal law limits financial aid options for those convicted of a drug-related crime.

All Residence Halls

Students found possessing and/or smoking marijuana or possessing and/or using high-level controlled substances such as methamphetamine and cocaine will be subject to arrest and prosecution on criminal charges in addition to campus disciplinary proceedings. Campus sanction criteria are listed in the next section.

Marijuana Violations

First Offense
The student will be fined a minimum of $100.00 and will be required to participate in an Alcohol/Substance Abuse Education Program. If the student fails to attend the mandatory class, there will be an additional $25.00 fine. A letter of notification will be sent to the parents of the students who are under twenty-one (21) informing them of the violation.
Second Offense
The student will be fined a minimum of $200.00 and required to participate in a substance abuse evaluation and to perform 10 hours of community service on campus. If the student fails to participate in an abuse evaluation or complete the required community service hours, there will be an additional $50.00 fine. The student may be put on disciplinary probation by the Dean of Students. A letter of notification of the second marijuana offense will be sent to the parents of students who are under twenty-one (21) years of age.
Third Offense

The student will be fined a minimum of $400.00. The student will be required to meet with their parents or guardian (if the student is under 21), a substance abuse counselor, and the Dean of Students to develop a remediation plan. A determination will be made regarding the student’s continued residency in campus housing facilities. The student will be placed on disciplinary probation by the Dean of Students.

Other Controlled Substance Violations

First Offense
The student will be written up for the violation and referred to the Dean of Students for judiciary action, a $500.00 fine will be assessed, and completion of 50 hours of community service will be mandatory. Referral to Badlands Human Service Center for a drug evaluation will be mandatory at the violator’s cost. Depending on the severity of the violation, the student may be evicted from University housing.
Second Offense

The Dean of Students will review the severity of the violation and decide if the student should be placed on disciplinary probation or be suspended from the University for a period of time.

Incapacitation

Resident staff members will contact the proper medical emergency officials for residents who become incapacitated because of drinking, drug usage, or a medical condition. Residents will be financially responsible for the costs of this medical care including ambulance and/or hospitalization costs. According to the North Dakota Century Code 5-01-01, if a person is hospitalized for detox purposes, law enforcement or campus security personnel must notify the parent(s).

Incapacitated students who are in violation of local, state, or federal laws concerning alcohol and other drugs are subject to University adjudication, citation, and/or arrest for relevant violation of law.

Referrals/ Intervention/Treatment

The student health nurse is available for preliminary referrals pertaining to alcohol and substance use and abuse. The Student Health Office will assist the student with referrals for professional evaluation and treatment along with the Office of Campus Life.

Tobacco Policy

Smoking, tobacco, juuling, and vaping are prohibited in indoor and outdoor areas and properties of Dickinson State University. Indoor areas and properties include, but are not limited to common work areas, elevators, hallways, University-owned or leased vehicles, garages, restrooms, cafeterias or dining areas, employee lounges, conference and meeting rooms, and other enclosed areas in the workplace. Outdoor areas include, but are not limited to parking lots, grounds, rooftops, plazas, courtyards, entrance and exit ways, and any other areas of the University campus. For purposes of this procedure, “University campus” or “campus” included those lands occupied or controlled by Dickinson State University. Any facilities occupied or controlled by Dickinson State University that are not on the University campus as defined above are also designated no smoking facilities. This applies to faculty, staff, students, consultants, contractors, and visitors.

For Purposes of Procedure

“Smoking” means inhaling, exhaling, burning, or carrying any lighted tobacco product, including cigarettes, cigars, electronic cigarettes, pipe tobacco, and any other lit tobacco products.
“Tobacco use” means the personal use of any tobacco product, whether intended to be lit or not, which shall include smoking, as defined above, the use of an electronic cigarette, any other device intended to simulate smoking, or the use of smokeless tobacco, including snuff, chewing tobacco, smokeless pouches, or any other form of loose-leaf, smokeless tobacco.

Communication

Persons will be informed of this procedure through:

University webpage
Student handbook
Individual/Group orientation sessions for new students and employees.

Enforcement

The enforcement and communication of this procedure is the responsibility of members of the University community. Employees, students, and visitors should be informed of this procedure and asked to comply.

Ceremonial Use Exception

This tobacco procedure may not apply to specific activities used in connection with the practice of cultural activities by American Indians that are in accordance with the American Indian Religious Freedom Act, 42 U.S.C 1996 and 1996a. Ceremonial use exceptions must be approved in advance by the President of Dickinson State University or designee.

Leased Lands and Facilities

Land or facilities that are leased may be exempt from the tobacco procedure.

Smoking and Tobacco Cessation Assistance

Assistance in quitting tobacco use is available locally through the Southwest District Health Unit at (701) 483-0171 or 1-800-697-3145.

STUDENT TRAVEL

All off-campus travel to an activity or event involving students shall be conducted in accordance with the North Dakota State Board of Higher Education (SBHE) and Dickinson State University (DSU) policy and procedures.

Definitions

Off-campus student travel means any off-campus travel to an activity or event involving use of a state fleet vehicle, vehicles leased by the State of North Dakota or DSU, airline, train, and other transportation which is organized or sponsored by:

A specific academic unit (such as a class), or
A DSU group (such as athletic team or student government), or
A DSU student organization (sponsored by DSU or advised by DSU).

State Fleet Vehicle Usage

The driver and all occupants shall comply with all applicable laws, ordinances and policies, including policies governing use of North Dakota state fleet vehicles to include DSU Policy 512.001, DSU Policy 512.002, and the SBHE Policy 512 Student Driver and Use of State Vehicles by Student Groups.

Vehicle usage is a privilege. Failure to follow policies and procedures may result in temporary or permanent loss of renting privileges. Such acts include, but are not limited to reckless driving, possession and/or consumption of alcoholic beverages and/or illegal drugs and/or tobacco product in the vehicle, littering, personal use of vehicle, and using the vehicle as a taxi.

Standards of Conduct

Any student representing DSU while attending a conference, workshop, athletic event, or other activity or event and while traveling to and from these events is considered on official DSU business. The student is governed by the DSU Student Code of Conduct and other administrative policies. This includes, but is not limited to alcohol, tobacco or illegal drugs while attending or participating or traveling to and from events. Any violation of the Student Code of Conduct may result in appropriate disciplinary action as allowed by the Student Code of Conduct. In addition, all DSU students on official University travel must follow the procedures outlined in the next section.

Procedures

DSU employees authorizing and/or sponsoring the off-campus student travel are responsible for having the Student Travel form(s) and Student Travel Consent form(s) completed prior to travel.
The waiver liability, indemnification, and medical release form must also be completed and available during travel of the student group.
Registration, financial arrangements, and transportation arrangements for activities shall follow standards established by DSU policy and other offices as appropriate.
Prior to departure, copies of travel paperwork for clubs and organizations should be provided to the Dean of Students. Students shall also retain a copy; it is important to travel with these documents.
Participants are expected to comply with DSU alcohol, illegal drugs, and tobacco policies while on University travel.
Participants are expected to follow DSU regulation(s) for payments and reimbursement.
Participation is expected fully in the conference, workshop, or activity or event by attending all programs and events as outlined by provided materials as feasible. If participating as a group, the group will seek to attend as many different sessions as possible in order to obtain the greatest amount of information and/or resources.
Proper dress is expected for activities or events based on guidelines provided by the organizers and provided materials.Any questions about proper attire should be directed to the advisor or activity or event organizer prior to departing Dickinson, ND.
DSU employees or others designated as chaperones are subject to federal and state laws and SBHE and DSU policies governing conduct.

Forms to be completed for student travel can be found requested through the Dean of Student office. Forms to be completed include:

Annual Travel Consent Form
Team Travel Request Form
Student Release Form

Completed forms should be returned to the Dean of Students.

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