University Administrative Manual
Links for University Administrative Manual
3,003: Student Records
Revised: July 2012
- The University is subject to the Family Educational Rights and Privacy Act (FERPA). The complete policy is located in the university catalog. All inquiries regarding student data should be directed to the Office of Admissions & Records.
- Access to records and files is guaranteed to every student, subject only to reasonable regulation as to time, place, and supervision. The student may waive this right of access in respect to confidential evaluations and references in the graduate and other placement offices, which may be required for the purpose of securing placement in business, industry, government, or education. Exceptions to this right of access are:
- Financial records of parents.
- Confidential letters and statements of recommendation.
- Records which the student has waived the right to inspect.
- Records of instructional, supervisory, and administrative personnel which are in the sole possession of the maker and which are not accessible or revealed to any other person except a regular replacement for that record holder. An example would be a professor's grade book.
- Records of law enforcement agencies which are kept separate from educational records, maintained only for law enforcement purposes, and available only to law enforcement officials of the same jurisdiction.
- Privileged records of physicians, psychiatrists, and other professionals concerned with the treatment of a student and available only to other professionals providing treatment. (Students may designate a physician or other appropriate professional to view the records.)
- No record may be made in relation to any of the following matters except upon the expressed written request of the student: (a) race; (b) religion; (c) sexual orientation; (d) gender identity; (e) political affiliation or social view; and (f) membership in any organization other than honorary and professional organizations directly related to the educational process.
- Provision shall also be made for periodic destruction of non-current disciplinary files, except those cases resulting in expulsion.