5.25.1 Electronic Signature Procedure

Procedure Information

PDF Version

Number: 5.25.1

Name: Electronic Signature Procedure

Effective Date: January 20, 2026

Next Review Date: AY 2030–2031

Regulatory Authority

• MinnState Board Policy 5.25 Use of Electronic Signatures
• MinnState System Procedure 5.25.1 Use of Electronic Signatures
• Family Educational Rights and Privacy Act (FERPA) 20 U.S.C. 1232g
• Family Educational Rights and Privacy Act (FERPA) 34 CFR Part 99
• Minnesota Government Data Practices Act Chapter 13

Part 1. Policy Background.

Subpart A. Valid Electronic Signature

An electronic signature is considered valid when:

1. Institution provides student or employee with a unique username or ID number
2. Student or employee sets their own password
3. Student or employee logs into a secure site using both the username or ID and the password

Subpart B. Responsibilities

It is the responsibility and obligation of all individuals to keep their passwords private, so others cannot use their credentials. Once logged in, students or employees are responsible for any information they provide, update, or remove. Students and employees are also responsible for logging out of all systems. North Hennepin Community College will take steps to ensure the password is protected and kept confidential.

Part 2. Campus Review

History

• New procedure, adopted August 27, 2012
• Reviewed Fall 2020, renumbered to 5.25.1 to align with MinnState System Procedure; updated to reflect current campus practice
• Reviewed Fall 2025, no changes