Government Data Requests
Overview
Minneapolis Public Schools is subject to the Minnesota Government Data Practices Act and its rules as well as the Family Educational Rights and Privacy Act and its regulations.
MPS School Board Policies on Data
Policies and Procedures
Minnesota Statutes, sections 13.025 and 13.05 require Minneapolis Public Schools to have the following:
- Data Inventory
- Public Data Access Policy
- Data Subject Rights and Access Policy
- Data Protection Policy
Data Inventory
Click here to download a PDF version of the data inventory
Private and Confidential Data Maintained by Minneapolis Public Schools
This inventory identifies the name, title, and address of the Responsible Authority for Minneapolis Public Schools (MPS) and describes private and confidential data maintained by MPS (Minn. Stat. § 13.025 and Minn. R. 1205.1200).
This inventory is also part of MPS’s procedures for ensuring that not public data are only accessible to individuals whose work assignment reasonably requires access (Minn. Stat. § 13.05, subd. 5). In addition to the employees listed, MPS’s Responsible Authority, Data Practices Compliance Official, Superintendent, Superintendent’s Cabinet, and the MPS General Counsel will also have access to all not public data on an as needed basis as part of a specific work assignment.
MPS Responsible Authority
Dr. Lisa Sayles-Adams
Superintendent
mpssup@mpls.k12.mn.us
MPS Data Practices Compliance Official
Karina Magistad
Assistant General Counsel
publicdatarequests@mpls.k12.mn.us
Private and Confidential Data Types
Click or expand the data type for more information.
- Educational (Student) Data
- Educational (Parent) Data
- Personnel Data
- Medical Data
- Health Records Data
- Teachers; License Reporting
- Elected and Appointed Officials
- Civil Investigative Data
- Security Information
- Social Security Numbers
- Continuity of Operations
- MPS Response to Data Practices Requests
- Computer Use and Access Data
- Personal contact and online account information
- Business Data (Requests for Proposals and Requests for Bids)
- Grant Data
- Internal Audit Data
- Developmental Screening
- Disposition Orders
- Military‐ Connected Youth Identifier
Educational (Student) Data
Data Name
Educational (Student) Data
Description (Understandable to the General Public)
Data that relates to a student
Classification
- Private
- Public
Citation that Classifies Data
- Family Educational Rights and Privacy Act (FERPA): 20 U.S.C. § 1232g and its regulations under 34 C.F.R. Part 99
- Minn. Stat. § 13.32
Employee Work Access
Employees with a legitimate educational interest or as otherwise set forth in FERPA or Minn. Stat. § 13.32.
Educational (Parent) Data
Personnel Data
Data Name
Personnel Data
Description (Understandable to the General Public)
Data on individuals collected because the individual is or was an employee of or an applicant for employment by, performs services on a voluntary basis for, or acts as an independent contractor with a government entity and not listed in Minn. Stat. § 13.43, subd. 2
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 13.43
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Medical Data
Data Name
Medical Data
Description (Understandable to the General Public)
Data collected because an individual was or is a patient or client of a hospital, nursing home, medical center, clinic, health or nursing agency operated by a state agency or political subdivision including business and financial records, data provided by private health facilities, and data provided by or about relatives of the individual
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 13.384
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Health Records Data
Data Name
Health Records Data
Description (Understandable to the General Public)
Medical data of employees and individuals disclosed for the purposes of administering claims
Classification
- Private
Citation that Classifies Data
- Minn. Stat. §§ 144.293 and 176.135, subd. 7
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Teachers; License Reporting
Data Name
Teachers; License Reporting
Description (Understandable to the General Public)
Data on certain teacher discharges and resignation
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 122A.20, subd. 2
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Elected and Appointed Officials
Data Name
Elected and Appointed Officials
Description (Understandable to the General Public)
Certain correspondence and certain applicant data
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 13.601
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Civil Investigative Data
Data Name
Civil Investigative Data
Description (Understandable to the General Public)
Data collected as part of an active investigation undertaken for the purpose of the commencement or defense of a pending civil legal action, or which are retained in anticipation of a pending civil legal action
Classification
- Confidential
- Public
Citation that Classifies Data
- Minn. Stat. § 13.39
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Security Information
Data Name
Security Information
Description (Understandable to the General Public)
Data that would substantially jeopardize the security of information possessions, individuals or property against theft,
tampering, improper use, attempted escape, illegal disclosure, trespass, or physical injury if the data were released to the public
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 13.37
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Social Security Numbers
Data Name
Social Security Numbers
Description (Understandable to the General Public)
Social security numbers, provided in whole or in part, assigned to individuals
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 13.355
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Continuity of Operations
Data Name
Continuity of Operations
Description (Understandable to the General Public)
Personal home contact information used to ensure that an employee can be reached in the event of an emergency or other disruption affecting continuity of operation of a government entity
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 13.43, subd. 17
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
MPS Response to Data Practices Requests
Data Name
MPS Response to Data Practices Requests
Description (Understandable to the General Public)
Data collected by MPS data practices compliance official in responding to requests for data maintained by MPS
Classification
- Public
- Private
Citation that Classifies Data
- Various
Employee Work Access
- Responsible Authority
- Data Practices Compliance Official and designees
Computer Use and Access Data
Data Name
Computer Use and Access Data
Description (Understandable to the General Public)
Electronic access data and cookies as defined in Minn. Stat. § 13.15
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 13.15
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Personal contact and online account information
Data Name
Personal contact and online account information
Description (Understandable to the General Public)
Telephone number, email address and usernames and passwords collected, maintained, or received by a government entity for notification purposes or as part of a subscription list for an entity’s electronic periodic publications as requested by the individual
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 13.356
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Business Data (Requests for Proposals and Requests for Bids)
Data Name
Business Data (Requests for Proposals and Requests for Bids)
Description (Understandable to the General Public)
Responses to Request(s) for Proposals and Requests for Bids
Classification
- Private
- Public
Citation that Classifies Data
- Minn. Stat. § 13.591
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Grant Data
Internal Audit Data
Data Name
Internal Audit Data
Description (Understandable to the General Public)
- Data created, collected and maintained for the purpose of performing audits and/or relating to an audit or investigation
- Working papers gathered or generated until the final report is published or audit becomes inactive
Classification
- Confidential
- Private
- Public
Citation that Classifies Data
- Minn. Stat. § 13.392
- Minn. Stat. § 13.43
- Minn. Stat. § 13.37
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Developmental Screening
Data Name
Developmental Screening
Description (Understandable to the General Public)
Data collected in early childhood developmental screening programs
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 121A.18
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Disposition Orders
Data Name
Disposition Orders
Description (Understandable to the General Public)
Disposition Orders received by schools regarding being adjudicated delinquent under Minn. Stat. § 260B.171
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 121A.75
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Military‐ Connected Youth Identifier
Data Name
Military-Connected Youth Identifier
Description (Understandable to the General Public)
Data collected on enrollment forms to allow students to self‐identify as military‐connected youth
Classification
- Private
Citation that Classifies Data
- Minn. Stat. § 127A.852(b)
Employee Work Access
Certain employees on an as needed basis as part of specific work assignments
Public Data Access Policy
Public Data Access Policy
Click here to download a PDF version of this policy
This policy is required by Minnesota Statutes, sections 13.025 and 13.03 and applies to data requests from members of the public/persons who are NOT the subject of the data being requested (i.e., the data you are requesting are not data about you).
Your Right to See Public Data
Minneapolis Public Schools looks to the Minnesota Government Data Practices Act (MGDPA), Minnesota Statutes, Chapter 13, regarding the disclosure and the classification of its data. The MGDPA presumes that all government data are public unless a state or federal law says that the data are not public. Government data means all recorded information that the District has, including paper, email, flash drives, CDs, DVDs, photographs, etc.
The MGDPA requires Minneapolis Public Schools to keep all government data in a way that makes it easy for you to access public data. You have the right to look at (inspect), free of charge, all public data maintained by the District. You also have the right to get copies of public data or to look at (inspect) data, free of charge, before deciding to request copies. The MGDPA allows the District to charge for the actual costs of searching and retrieving government data, including the cost of employee time, and for making, certifying, and electronically transmitting the copies of the data.
How to Request Public Data
Option 1: To make a data request to the Minneapolis Public Schools, you should use the data request center. You must specifically state what data you wish to request. You may ask to look at (inspect) data at our offices, ask for copies of public data that we maintain, or both. The District encourages the use of its data request center if you want to receive an acknowledgment receipt email and an assigned request ID.
Option 2: Alternatively, if you choose to not use the District’s data request center, your request must be submitted in writing by U.S. Mail to the District’s Data Practices Compliance Official. Your written request should:
-
State that you are making a request for data under the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13).
-
Provide a clear description of the data you wish to request.
-
Indicate whether you wish to inspect the data, have copies of the data, or both.
A request will not be considered a data request for MGDPA purposes unless submitted as described in Option 1 or 2 above, and the District reserves the right to not respond to such requests.
While the District cannot require you to identify yourself or explain the reason for your data request, we may need some personal contact information about you depending on how you want us to process your request (e.g., you want us to mail you copies of the data). Also, if we have no way to contact you, we cannot process and respond to your request. Lastly, please note that public data requests, and responses to those requests, are also public data.
How We Will Respond to Your Data Request
Upon receiving your data request, the District will review it. Since the District is not able to process and fulfill vague a request, we may ask you to specifically state or clarify what data that you are requesting. If we ask you to clarify your request and you do not respond to us within 5 business days, we will consider your request abandoned and closed.
If we do not have the data, we will tell you as soon as reasonably possible.
If we have the data, but we are not allowed to give it to you, we will tell you as soon as reasonably possible and identify the law that prevents us from providing the data.
If we have the data, and the data are public, we will respond to your request appropriately and promptly, within a reasonable amount of time by doing one of the following:
- Providing the data in electronic form upon request if we keep the data in that format or manner.
- Arranging a date, time, and place for you to inspect the data at our offices during normal business hours. In almost all instances, inspection will be at our District offices, the Davis Center, located at 1250 West Broadway Ave., Minneapolis, MN 55411. If you do not arrange an appointment time to inspect the data within 10 business days after we tell you it is ready, we will conclude that you no longer want the data and will consider your request abandoned and closed.
- Telling you, if applicable, the cost estimate for actual costs that that you must pay before we process your request. All actual costs must be paid prior to us providing you with any data responsive for your request. If you do not pay the cost estimate for actual costs within 10 business days after we provide you with the cost estimate, we will conclude that you no longer want the data and will consider your request abandoned and closed.
Response time may be impacted by the complexity, size, and/or nature of your request, and also by the number of requests you make in a given period of time.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), you may contact the Data Practices Compliance Official or the Responsible Authority listed below. We will give you an explanation if you ask.
The MGDPA does not require us to create or collect new data in response to a data request, 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.
We will not use staff time to modify or analyze data for the sole purpose of public data requests.
We are also not required to respond to questions that are unrelated to government data requests.
Requests for Email Data
Requests to search more than one District employee’s email must be submitted as individual data requests and include the employee’s full name and email address.
Bundled Requests
The District reserves the right to bundle multiple requests made within the same 10 business day period by a requester or by requesters that are from the same entity. In such instances, the District will work the requester or requesters to prioritize what request or what part(s) of the requests that will be processed by the District.
Requests for Preparation of Summary Data
Summary data are statistical records or reports created by removing identifying information about individuals from entirely private or confidential data.
You may request summary data in writing. When we receive your request, we will respond within 10 business days and inform of whether it is possible to produce summary data without compromising confidentiality, and, if so, make detailed arrangements to prepare the summary data and provide you with a cost estimate.
The District reserves the right to require you to pre-pay all or a portion of the cost of creating the summary data before it begins to prepare the summary data. All costs incurred must be paid prior to the District supplying any of the requested summary data to you.
Copy Costs – When You Request Public Data
Minnesota Statutes, section 13.03, subdivision 3(c) allows us to charge for copies. All copy costs must be paid in full before the District will provide the data to you. The District reserves the right to treat multiple requests made within the same 10 business day period by a requester or where the requesters are all from the same entity as a single request for the purposes of calculating total copy costs.
For 100 or fewer paper copies – 25 cents per page
100 or fewer pages of black and white, letter or legal size paper copies cost 25¢ for a one-sided copy, or 50¢ for a two-sided copy.
Most other types of copies – actual cost
The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically sending the data.
In determining the actual cost of making copies, we include employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that we cannot copy ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies.
If, based on your request, we find it necessary for a higher-paid employee to search for and retrieve the data, we will calculate search and retrieval charges at the higher salary/wage.
Data Practices Contacts
MPS Responsible Authority
Dr. Lisa Sayles-Adams
Superintendent
mpssup@mpls.k12.mn.us
MPS Data Practices Compliance Official
Karina Magistad
Assistant General Counsel
publicdatarequests@mpls.k12.mn.us
Mailing Address for Written Data Requests
Minneapolis Public Schools
Attn: General Counsel / Data Practices Compliance Official
1250 West Broadway Ave.
Minneapolis, MN 55411
Data Subject Rights and Access Policy
Data Subject Rights and Access Policy
Data Subject Rights and Access Policy: Requesting Data About You and Your Rights as a Data Subject
This policy is required by Minnesota Statutes, sections 13.025 and 13.03 and applies ONLY to data requests for data about yourself, your minor child, or someone for whom you are a legal guardian.
What is a "Data Subject"?
When government has information recorded in any form (e.g., paper, hard drive, voicemail, video, email, etc.), that information is called “government data” under the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13). When we can identify you in government data, you are the “data subject” of that data. The Minnesota Government Data Practices Act (MGDPA) gives you , as a data subject, certain rights. This policy explains your rights as a data subject, and tells you how to request data about you, your minor child, or someone for whom you are a legal guardian.
When Minneapolis Public Schools Has Data About You
Minneapolis Public Schools has data on many people, such as students, parents/guardians, employees, and job applicants. We can collect and keep data about you only when we have a legal purpose to have the data. The District must also keep all government data in a way that makes it easy for you to access data about you.
Government data about an individual have one of three “classifications.” These classifications determine who is legally allowed to see the data. Data about you are classified by state law as public, private, or confidential. Here are some examples:
Public Data
The MGDPA presumes that all government data are public unless a state or federal law says that the data are not public. We must give public data to anyone who asks. It does not matter who is asking for the data or why the person wants the data.
Private Data
We cannot give private data to the general public. We can share your private data with you, with someone who has your permission, with our government entity staff whose job requires or permits them to see the data, and with others as permitted by law or court order.
Confidential Data
Confidential data have the most protection. Neither the public nor you can access confidential data even when the confidential data are about you. We can share confidential data about you with our government entity staff who have a work assignment to see the data, and to others as permitted by law or court order.
Your Rights Under the Minnesota Government Data Practices Act
As a data subject, you have the following rights.
Access to Your Data
You have the right to look at (inspect), free of charge, public and private data that we keep about you. You also have the right to get copies of public and private data about you. The MGDPA allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies.
Also, if you ask, we will tell you whether we keep data about you and whether the data are public, private, or confidential.
As a parent, you have the right to look at and get copies of public and private data about your minor children (under the age of 18). As a legally appointed guardian, you have the right to look at and get copies of public and private data about an individual for whom you are appointed guardian.
Minors have the right to ask us not to give data about them to their parent or guardian. If you are a minor, we will tell you that you have this right. We will ask you to put your request in writing and to include the reasons that we should deny your parents access to the data. We will make the final decision about your request based on your best interests.
When We Collect Data From You
When we ask you to provide data about yourself that are not public, we must give you a notice called a Tennessen warning (Minnesota Statutes, section 13.04, subdivision 2). The notice controls what we do with the data that we collect from you. Usually, we can use and release the data only in the ways described in the notice.
We will ask for your written permission if we need to use or release private data about you in a different way, or if you ask us to release the data to another person. This permission is called informed consent.
Protecting Your Data
The MGDPA requires us to protect your data. We have established appropriate safeguards to ensure that your data are safe.
In the unfortunate event that we determine a security breach has occurred and an unauthorized person has gained access to your data, we will notify you as required by law.
When Your Data are Inaccurate or Incomplete
You have the right to challenge the accuracy and/or completeness of public and private data about you. You also have the right to appeal our decision. If you are a minor, your parent or guardian has the right to challenge data about you.
How to Make a Request For Your Data
Option 1: To make a data request to the Minneapolis Public Schools, you should use the data request center and include “This data is about me” in the request description field. You must specifically state what data you wish to request about yourself. You may ask to look at (inspect) data at our offices, or ask for copies of data that we maintain about you, your minor child, or an individual for whom you have been appointed legal guardian. The District encourages the use of its data request center if you want to receive an acknowledgment receipt email and an assigned request ID.
Option 2: Alternatively, if you choose to not use the District’s data request center, your request must be submitted in writing by U.S. Mail to the District’s Data Practices Compliance Official. Your written request should:
- State that you are making a request for data, for data about you (or your minor child, or person for whom you are the legal guardian) under the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13).
- Provide a clear description of the data you wish to request.
- Indicate whether you wish to inspect the data, have copies of the data, or both.
- Provide proof that you are the data subject or data subject’s parent/legal guardian.
A request will not be considered a data request for MGDPA purposes unless submitted as described in Option 1 or 2 above, and the District reserves the right to not respond to such requests.
We require 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 legal guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity section below. If you do not provide proof that you are the data subject or the data subject’s parent/legal guardian, we cannot respond to your request.
How We Respond to a Data Request
We may ask you to specifically state or clarify what data that you are requesting since the District is not able to process and fulfill a vague request. If we ask you to clarify your request and you do not respond to us with 5 business days, we will consider your request abandoned and closed.
We will ask you to prove your identity as the data subject or the data subject’s parent/legal guardian. If you fail to provide proof of identity, we will be unable to respond to your request and it will be closed.
If we have the data, but the data are confidential or not public data about someone else, we will notify you within 10 business days and identify the law that prevents us from providing the data.
If we have the data, and the data are public or private data about you, we will respond to your request within 10 business days by doing one of the following:
- Arranging a date, time, and place to inspect data in our offices, for free, during normal business hours. In most instances, inspection will be at our District offices, the Davis Center, located at 1250 West Broadway Ave., Minneapolis, MN 55411.
- Providing you with the data within 10 business days. You may choose to pick up your copies, or we will mail or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic format.
Following our response, if you do not make arrangements within 10 business days to inspect the data or pay for the copies, we will conclude that you no longer want the data and will consider your request abandoned and closed.
After we have provided you with your requested data, we do not have to show you the same data again for 6 months unless there is a dispute about the data or we collect or create new data about you.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), you may contact the Data Practices Compliance Official or the Responsible Authority listed below. We will give you an explanation if you ask.
The MGDPA does not require us to create or collect new data in response to a data request, 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.
In addition, we are not required to respond to questions that are unrelated to government data requests.
Copy Costs – Data Subjects
Minnesota Statutes, section 13.04, subdivision 3 allows us to charge for copies. All copy costs must be paid in full before the District will provide the requested copies.
Actual Cost of Making the Copies
We will charge the actual cost of making copies for data about you. In determining the actual cost, we include the employee-time to create and send the copies, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs such as postage (if any).
If your request is for copies of data that we cannot copy ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies.
Standards For Verifying Identity
The following constitute proof of identity:
An adult individual must provide a valid photo ID, such as:
- a driver’s license
- a state-issued ID
- a tribal ID
- a military ID
- a passport
- the foreign equivalent of any of the above
A minor individual must provide a valid photo ID, such as:
- a driver’s license
- a state-issued ID (including a school/student ID)
- a tribal ID
- a military ID
- a passport
- the foreign equivalent of any of the above
The parent or guardian of a minor must provide a valid photo ID and either:
-
a certified copy of the minor’s birth certificate or
- a certified copy of documents that establish the parent or guardian’s relationship to the child, such as 1) a court order relating to divorce, separation, custody, foster care; 2) a foster care contract; or 3) an affidavit of parentage
The legal guardian for an individual must provide a valid photo ID and a certified copy of appropriate documentation of formal or informal appointment as guardian, such as a court order(s) with the corresponding Letters of Guardianship or a validly executed written power of attorney.
Note: Individuals who do not inspect data or pick up copies of data in person may be required to provide either notarized or certified copies of the documents that are required or an Affidavit of Identity.
Data Practices Contacts
MPS Responsible Authority
Dr. Lisa Sayles-Adams
Superintendent
mpssup@mpls.k12.mn.us
MPS Data Practices Compliance Official
Karina Magistad
Assistant General Counsel
publicdatarequests@mpls.k12.mn.us
Mailing Address for Written Data Requests
Minneapolis Public Schools
Attn: General Counsel / Data Practices Compliance Official
1250 West Broadway Ave.
Minneapolis, MN 55411
Data Protection Policy
Policy for Ensuring the Security of Private and Confidential Data on Individuals
This policy is required by Minnesota Statutes, section 13.05, subd. 5. The procedures listed below are incorporated to constitute this policy.
Safeguards for Private and Confidential Data on Individuals
Minneapolis Public Schools (MPS) has established the following safeguards:
- Cyber security practices, including but not limited to: password-protected network and information systems; requirement of strong passwords; staff training; multi-factor authentication; and frequent security scans
- The use of locked storage receptacles for physical records containing private and confidential data
- Policies that 1) define private and confidential data on individuals; 2) provide for who may access it; and 3) require it to be securely destroyed when its retention period has been met
Ensuring That Private and Confidential Data on Individuals Are Not Accessed Without a Work Assignment
Data Inventory
Under the requirement in Minnesota Statutes, section 13.025, subd. 1, MPS has prepared a Data Inventory which identifies and describes all private and confidential data on individuals maintained by MPS. To comply with the requirement in section 13.05, subd. 5, MPS has also modified its Data Inventory to represent the employees who have access to private and confidential data on individuals based on their work assignments. In the event of a temporary duty as assigned by a manager or supervisor, an employee may access certain private and confidential data on individuals, for as long as the work is assigned to the employee. In addition to the employees listed the Data Inventory, the Responsible Authority, the Data Practices Compliance Official, Superintendent’s Cabinet, and General Counsel may have access to all private and confidential data on individuals maintained by MPS if necessary for specified duties. Any access to private and confidential data on individuals will be strictly limited to the data necessary to complete the work assignment.
Limited Access to Systems/Repositories Containing Private and Confidential Data on Individuals
An employee is allowed access to private and confidential data on individuals only when their work assignment reasonably requires it. An employee must use the applicable request form to request access to systems and repositories that contain private and confidential data on individuals. Requests for access must be reviewed and considered by an employee’s supervisor and the business owner of the system or repository. The supervisor and business owner will approve a request for access only when the employee’s work assignment reasonably requires it.
Data Sharing with Authorized Entities or Individuals
State or federal law may authorize the sharing of private and confidential data on individuals in specific circumstances. Private and confidential data on individuals may be shared with another entity if state or federal law allows or mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings (see Minnesota Statutes, section 13.04) or MPS will obtain the
individual’s informed consent. Any sharing of private and confidential data on individuals will be strictly limited to the data necessary or required to comply with the applicable law.
Penalties for Unlawfully Accessing Private and Confidential Data on Individuals
MPS will impose the penalties for unlawful access to not public data as provided for in Minnesota Statutes, section 13.09, when appropriate. Penalties include suspension, dismissal, or referring the matter to the appropriate prosecutorial authority who may pursue a criminal misdemeanor charge.
Requesting Data
Commonly requested data and information
- Tableau: MPS Public Data Dashboard
- School Detail Dashboard
- MN Department of Education Report Card
- Student transcripts and diploma verification
- Research and evaluation requests
- Budget documents
- MPS Policies and Regulations
- MPS School Board meeting agendas and materials
- MPS School Board meeting minutes (archived to 1921)
Make a data request
Anyone, whether you are the subject of the data or a member of the public, may request data from Minneapolis Public Schools by using the District’s data request center. The District encourages the use of its data request center if you want to receive an acknowledgment receipt email and an assigned request ID.
Requesters that do not wish to use the District’s data request form, may submit a request in writing and must follow the process described in the District’s data access policies.
- Data subjects should refer to the District’s data subject rights and access policy
- Members of the public should refer to the District’s public data access policy
Frequently Asked Questions
- What is government data?
- How do I make a data request?
- How will MPS respond to my public data request?
- Do I have to pay for the data?
- Can I make an anonymous request?
- What data about students is considered public?
- Who is responsible for government data practices in MPS?
What is government data?
According to the Minnesota Government Data Practices Act, "government data" means all data collected, created, received, maintained or disseminated by any government entity regardless of its physical form, storage media or conditions of use.
It also defines categories of data:
- Data not on individuals. "Data not on individuals" are all government data that are not data on individuals.
- Data on individuals. "Data on individuals" means all government data in which any individual is or can be identified as the subject of that data, unless the appearance of the name or other identifying data can be clearly demonstrated to be only incidental to the data and the data are not accessed by the name or other identifying data of any individual.
- Not public data. "Not public data" are any government data classified by statute, federal law, or temporary classification as confidential, private, nonpublic, or protected nonpublic.
How do I make a data request?
Anyone, whether you are the subject of the data or a member of the public, may request data from Minneapolis Public Schools by using the District’s data request center. The District encourages the use of its data request center if you want to receive an acknowledgment receipt email and an assigned request ID.
Requesters that do not wish to use the District’s data request center may submit a request in writing and must follow the process described in the District’s data access policies.
- Data subjects should refer to the District’s data subject rights and access policy
- Members of the public should refer to the District’s public data access policy
How will MPS respond to my public data request?
If your request is for data about you, your minor child, or someone else for whom you are a legal guardian, the District responds within 10 business days (Minn. Stat. § 13.04, subd. 3). For additional information, you may refer to the District’s data subject rights and access policy.
If your request is for public data. the District responds in an appropriate and prompt manner and within a reasonable time (Minn. Stat. § 13.03 and Minn. R. 1205.0300). In general, request response times do vary based on the complexity, size, and/or nature of a respective request. For additional information, you may refer to the District’s public data access policy.
The Minnesota Government Data Practices Act does not require us to create or collect new data in response to a data request, 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.
We are also not required to respond to questions that are unrelated to government data requests.
Do I have to pay for the data?
If you would like copies of the data, you will be charged for the copies. If we can provide the data to you electronically, there may be a cost. Please note that MPS is required to provide the data as we maintain it. We will not use staff time to modify or analyze data for the sole purpose of public data requests.
Can I make an anonymous request?
What data about students is considered public?
According to MPS Board Policy 5690, to the following information is considered public:
- Name, height, and weight of individual members of athletic teams
- Name of recipient and name of award or scholarship received
- Names of participants in officially recognized school activities
Who is responsible for government data practices in MPS?
Data Practices Contacts
Responsible Authority
Dr. Lisa Sayles-Adams
Superintendent
mpssup@mpls.k12.mn.us
Data Practices Compliance Official
Karina Magistad
Assistant General Counsel
publicdatarequests@mpls.k12.mn.us