Body
Owner: President
Author: Cabinet
Contact Information: President’s Office: 218-723-6033 | Office of the Sr. VP & Provost: 218-625-4931
Effective Date: 01/01/2024
Revised Date: 10/01/2026
Next Review Date: 01/01/2029
Applicable Laws, Regulations, Compliance: Family Educational Rights and Privacy Act (FERPA); applicable federal and state privacy laws; applicable laws governing government and law enforcement access, searches, records, and information
I. Purpose
This policy establishes requirements for responding to government or law enforcement agents who visit a St. Scholastica College location seeking access to individuals, non-public areas, records, or information. The College shall respond to government and law enforcement inquiries in accordance with applicable law and College policy while protecting the privacy and rights of students, employees, and the College community.
II. Definitions
Agent/Law Enforcement Representative: An individual acting in an official capacity on behalf of a federal, state, or local government or law enforcement agency, including immigration enforcement agencies.
Public Area: An area of College property generally open and accessible to members of the public without specific authorization.
Non-Public Area: An area of College property where access is restricted or not generally available to members of the public, including offices, classrooms, residence hall living areas, employee workspaces, and other access-controlled areas.
College Records: Records or information maintained by or on behalf of the College, including student, employee, financial, electronic, and other institutional records.
III. Policy
A. Access to College Property
Visitors, including ICE agents and other federal agents/law enforcement, are allowed to enter public areas.
Employees must not consent on behalf of the College to an agent entering or searching a non-public area unless authorized to do so. When an agent seeks access to a non-public area, employees must immediately contact the President’s Office or Office of the Sr. VP & Provost for assistance. Any warrant or other legal document presented by an agent must be referred for appropriate review. Employees must not independently determine whether a legal document authorizes access.
Main campus public areas include waiting areas, parking lots, dining areas, and hallways. St. Cloud location public areas include the entry and first-floor lobby. The Health Science Center includes the entry and lobby areas.
The new federal administration's January 2025 surge of executive orders has raised many questions and concerns for our community and the important work we do together to advance the College's mission. As we continue to seek understanding and clarity about the meaning and impact of these executive orders on our institution, we are especially cognizant of the unique effect these actions may have on individuals.
B. Requests for Records or Information
Employees must not provide College records, student education records, employee information, or access to College computer systems in response to a government or law enforcement request unless authorized to do so in accordance with College policy and applicable law.
Any subpoena, warrant, court order, or other legal demand for College records or information must be immediately referred to the President’s Office or Office of the Sr. VP & Provost for appropriate review, including review by legal counsel when appropriate.
Inquiries or records requests regarding F-1 visa international students should be directed to the Primary Designated School Officials:
Callie Ronstrom | cronstrom@css.edu
Erin Barnett, Dean of Students | ebarnett1@css.edu
C. Employee Response Requirements
If a government or law enforcement agent approaches an employee on a College campus or site, the employee must:
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Stay calm and ask for the agent’s name and credentials.
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Not consent to a search or access to a non-public area on behalf of the College.
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Not provide College records, protected information, paperwork, or access to College computer systems.
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Offer to let the agent sit in a lobby or waiting area, as appropriate.
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Immediately contact the President’s Office or Office of the Sr. VP & Provost.
President’s Office | 218-723-6033 | 218-723-6041 | 218-721-7601 | Tower Hall 2109
Office of the Sr. VP & Provost | 218-625-4931 | Tower Hall 2111
Senior administration shall coordinate the College’s response and appropriate review of any documentation presented by the agent.
Employees may use the following statement: “Please have a seat. College policy requires me to contact administration regarding government or law enforcement visits.”
Employees must not obstruct, interfere with, or physically impede an agent or law enforcement representative.
D. Student Employees
If a student employee is approached while working, the student employee must immediately notify their supervisor or the appropriate College contact listed below and must not provide College records or information, consent to access to a non-public area, or otherwise respond to the substance of the inquiry unless specifically authorized to do so.
Duluth Main Campus: President’s Office, 218-723-6033, or Office of the Sr. VP & Provost, 218-625-4931
Health Science Center at BlueStone (HSC): Dalerie Lieberz, 218-625-4480
St. Cloud: Katie Halaas, 218-625-4805 or 320-267-5231
E. Supervisors
A supervisor who is notified of a government or law enforcement inquiry involving a student, employee, College record, or non-public area must immediately contact the President’s Office or Office of the Sr. VP & Provost. Supervisors must not provide protected information, College records, or access to College systems unless authorized to do so.
F. Students
A student who is approached by a government or law enforcement agent on College property may contact Campus Safety and Security or the designated site contact for assistance.
Duluth Main Campus: Campus Safety and Security, 218-723-6175
Health Science Center at BlueStone (HSC): Dalerie Lieberz, 218-625-4480
St. Cloud: Katie Halaas, 218-625-4805 or 320-267-5231
Nothing in this policy is intended to provide individual legal advice or to limit an individual student’s or employee’s legal rights or obligations when interacting with government or law enforcement in their individual capacity.
IV. Individuals and Entities Affected by this Policy
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All College employees, including student employees
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Students, where applicable
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Supervisors
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Senior administration
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Campus Safety and Security
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Employees responsible for student, employee, or institutional records
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College officials responsible for international students
V. Related Documents, Forms, and Procedures
Senior Administration Contacts
Brenda Kelly, President
218-723-6033 / 218-723-6041
218-721-7601
bkelly@css.edu
Tower Hall 2109
Ryan Sandefer, Sr. VP & Provost
218-625-4931
rsandefe@css.edu
Tower Hall 2111
Amy Bergstrom, Associate Vice President of Inclusive Excellence
218-723-7067
abergstrom@css.edu
Science 3216
Sister Kathleen Del Monte, Associate Vice President for Mission Integration
218-723-6184
kdelmonte@css.edu
Tower Hall 2602
Ben Deneen, Chief Information Officer
218-723-7075
bdeneen1@css.edu
Tower Hall 1624
Rick Revoir, Vice President of College Advancement
(218) 723-6424
rrevoir@css.edu
Tower Hall T1410A
Jen Carlson, Vice President for Finance and Strategy
(218) 723-6009
jcarlso3@css.edu
Tower Hall 2105A