Full
text
of new
student
records
policy
Do you know or even realize all
the records kept about you by the
University?
And, do you know the
regulations concerning the
release of, and access to, such
records?
Well, you may be surprised to
know that the University now has
a lengthy written-out policy
concerning student records. The
policy was given approval by the
University administration during
the summer after more than 21
months in the making. That 21
months included many long
committee meetings, several
student hearings and input
concerning the policy from
many, many sources.
The policy is designed both to
protect students from
unauthorized release of records,
and to allow students fair access
to records kept about them.
Robert Bowlin, Dean of Student
Personnel Services, who spent
much time in drafting the policy,
says it is “light years ahead” of
policies at other schools in the
nation.
The full text of the policy is
printed below.
Student Records Policy
After a careful review of the
deliberations and proposals of advisory
bodies, l hereby make the following fin
dings:
1. The public interest in maintaining the
individual's right to privacy and in main
taining an educational environment will
suffer by improper disclosure of certain
categories of University records;
2. The records designated and defined as
"personal records" in the attached records
policy should be maintained as "con
fidential" records in order to protect the
public interest, and
3. Access to personal records shall be
limited by the conditions specified in the
attached records policy.
Robert Clark, University President
STATEMENT OF PHILOSOPHY
Hiqher education is concerned with the
full development of the student and his
potentialities. It is realized that individuals
differ in ability, background, interests,
social maturity, emotional maturity and
goals. To plan educational opportunities to
meet the needs of individual students and to
counsel effectively with them, the University
must accumulate data and keep records
The personal records enable the faculty and
administrators of the University to un
derstand the individual student better so that
he may have more effective education and
counseling assistance.
Thus, it is recognized that from the time
a student enters the University and submits
the required personal data for academic and
personal records, there is an implicit and
lustif table assumption of good faith placed in
the University as custodian of these data
The University maintains a similar posture
relative to subsequent data generated during
the student's enrollment Preserving the
confidential nature of student records
protects the individual's rights to privacy
and enhances the effectiveness of the
University's educational and counseling
processes Accordingly, the University in
tends to exercise care and concern in ob
taininq. recording, maintaining and
disseminating information about students
w.th duplication of records kept to a
minimum
I. REGULATIONS
A Type and Content of Student Records
I Definitions (from OSSHE Board
rules)
a "Personal records" are those records
containing information kept by the
University, division or department con
cerninq a student and furnished by him or by
others about him at his or at the Univer
sity's. division's or department's request,
'hcludinq, but not limited to, record of
grades attained, information concerning
discipline, counseling, membership activity.
« mployment performance or other
ochaviorai records of individual persons
b Records of academic achievement"
arc those records of credits earned toward a
ueoree and or deqreefs) received
? Only such records as are demon
trabiy and substantially relevant to me
QfV* afKj related purposes of thf
University, division or department shall oe
exonerated or maintained
3. No student shall be required to give—
although he may voluntarily provide—
information as to his race, religion, political
affiliation or preferences, or personal
values, except as required by state statute,
federal law or valid federal rules,
regulations or orders.
4 No photograph of a student may be
retained unless the student so consents.
Photographs duly submitted as evidence of a
student's infraction of rules and regulations
are available only to those persons
authorized by the Student Conduct Com
mittee. and may be retained only pursuant to
the rules of the Conduct Code.
B. Location and Custody of Student
Records
1. Student records shall be kept in
locations central to the division or depart
ment by which they are maintained.
2. All records containing personal in
formation about students shall be kept in
secured files.
3. The head of each academic or ad
ministrative unit shall be responsible for
maintaining the confidentiality of all student
records within that unit.
C. Release of and Access to Student
Records
1. Certain appropriate information about
the student may be released without the
student's consent. Such unrestricted
disclosure is limited to the following in
formation:
a Directory information (that is. in
formation generally needed in identifying or
locating a named student): The student's
full name, campus address and telephone
number, home address, parent's name and
address, place and date of birth, dates of
attendance at the University, class and
academic major.
b. Objective evidence of the student's
academic achievement: Number of credits
earned and degree(s) earned.
2. All other information contained in
student records is hereby designated as
personal and confidential and may not be
released to any person or agency without the
student's written consent. Exceptions to this
policy are limited to the following:
a. Student records, except psychological
and medical, are available to University
personnel who have a demonstrably
legitimate need to review them in order to
fulfill their official, professional respon
sibilities with regard to the student.
b. Upon receipt of a subpoena or other
court order or process seeking access to
student records, the recipient unit head, if
legally permissible, must take reasonable
efforts to notify the student and must notify
the President or his designated represen
tative prior to any institutional responses.
The latter will determine whether or not
appropriate University personnel should
appear in court to test the validity of the
subpoena or court order or process
c. me universny presiaem or ms
designated representative may release
personal information contained in student
records only when he determines that there
is a clear and present danger to the safety of
the student or others and-or property and
that disclosure of relevant personal in
formation about the student is essential in
order to avoid or substantially minimize the
danger. No such disclosure shall violate any
evidentiary or testimonial privilege ac
corded by law.
d Information about students may be
released for research purposes, provided
that the identity of the students is adequately
concealed If the confidentiality of the
records appears to be jeopardized in any
way by the release of information for
research purposes, the researcher must
obtain and provide the written consent of the
students prior to the University releasing
such data Review of the legitimacy of
research projects involving human subjects
must be established by the appropriate of
ficiais or bodies.
D Permanence, Duplication and
Disposal of Student Records
1 Permanent retention of student
records is limited to those records which are
of long range value to the individual and or
to the University: Permanent academic
folder; school or department graduate
admissions folder; applications for
assistantships and scholarships (if applicant
receives and utilizes the award}; honors and
awards received by the student; Registrar's
permanent record and related documents;
student teaching records, practicum
records. Student Health Center records,
Career Planning and Placement Service
registration file; student employee payroll
records, and Financial Aid legal documents.
?. All duplicate copies of permanent
records, other than those maintained by the
University Registrar, and all non permanent
student records shall be maintained only for
the minimum period of time required to
serve the basic, official functions of the
division or department which generates or
maintains them Such records are to be
destroyed as soon as they are no longer
i'ceded and may not be retained for more
than seven years after a student departs
from the University.
E Student Access to and correction ot
His Records
I The student has the right to review
w,th appropriate University personnel any
information contained in his students
records described in Part It of these
regulations and m any other tile containing
information referring to him by name, with
the following exceptions
a Psychiatric and psychological reports
b Letters ol recommendations or
evaluations that have been submitted under
specified conditions of confidentiality (i.e.
Where the writer has been assured or has
requested that his evaluation not De shown to
me reteree)
I) if the student wishes a letter of
recommendation or an evaluation to be
available for his review, he is advised to
indicate such a request to the writer
I) it the writer agrees to abide by the
student's request, he should so note upon the
letter or report. such letters and evaluations
wii be shown to the student upon his request
3) No tile, from which information may
bo made available to persons outside of the
University community, shall contain un
solicited evaluations of the student if. upon
me request by the student, the evaluator
• etusos to allow the University to release to
the student tus evaluation or his identity
7 Where the student believes in
formation in his file is inaccurate or im
complete, he may submit a statement for
•ncius»on in his file to the appropriate
University official. The student's statement
shall be entered in his file together with any
evaluation of the merits of the student's
statement the official may believe is
necessary These actions must be com
municated in writing to the student within
thirty days.
II. DESCRIPTION OF STUOENT
RECORDS
A. Records Created and-or Maintained
by Service and Administrative Units
1. Registrar's Permanent Record
a This record is compiled and per
manently maintained in the Registrar's
Office. It contains a complete history of
academic enrollment evaluation, progress
and related official action, it shall also
contain the academic achievement record.
b. Students may arrange to have official
copies of this record sent to whomever they
choose Requests may be made to the
Registrar s Office with payment in advance
under State Board of Higher Education
policy
c. Academic probation and
disqualification, and disciplinary expulsion
actions are recorded on the permanent
record in the case of disciplinary suspen
sion all transcripts issued during the period
of suspension shall carry a temporary
notation of the fact of suspension and the
date of the action. When a suspension is
lifted, subsequent transcripts will bear no
record of the suspension. Permission to re
enroll after the suspension has been lifted is
recognition that the student has met the
terms of the suspension
2. Permanent Academic Folder
a This folder contains the formal ap
plication form for admission and all sup
porting documents required in evaluation of
admission it also contains official sup
porting action taken by faculty members
and faculty committees which are related to
entries recorded on the permanent academic
record
b The folder is maintained in the Office
of Admissions until the student reg ^ters for
classes. Thereafter, it is permanently
maintained in the Office of the Registrar.
3. Disciplinary Record
a. Disciplinary records are records of
charges made and the evidence and
proceedings related to the charges with
respect to a named student and involving
infractions, for which sanctions may be
imposed, of University or OSSHE Board
rules. Disciplinary records are maintained
exclusively by the Coordinator of the Student
Conduct Program
b. By provision of the Student Conduct
Code, the disciplinary records are destroyed
upon graduation of the student or five years
after a non graduate leaves the University.
Exceptions to this retention policy are
limited to the following:
1) The Coordinator of Student Conduct
will retain, for a period of three years, the
student court record upon which a decision
was made to expel or suspend.
2) Disciplinary records relevant to
alleged criminal activities on the campus
will be retained beyond the normal retention
period only if formal charges have been
brought by civil authorities. If it is necessary
to retain such records beyond the normal
retention period, they shall not be retained
beyond completion of the legal proceedings
in question
4. Office of Student Services Records
a A data card is maintained in the Office
of Student Services for each student enrolled
in the University. Information printed on the
data card is provided by the student through
admissions application and registration
Data are primarily, though not exclusively,
of a public or directory nature and serve to
assist in the provision of services to students.
Data cards are provided during each term of
enrollment and are retained for ap
proximately one year
b A consultation folder is initiated with
or for a student at the time of his first contact
with the Office of Student Services. The
folder contains notations pertinent to the
professional staff's working relationship
with the student. The folders are destroyed
five years after the student departs from the
University,
5 Foreign Student office Records
a. An advising folder is opened tor each
foreign student upon initial registration at
the University Usually this folder contains
copies of all pertinent immigration and
Naturalization Service forms, correspon
dence relating to admission, correspondence
relating to those governmental and in
tornationai agencies concerned with the
student and all correspondence and
documents relating to the financial plans
which the student had made in order to at
tend the University Records of con
sulfations are also kept in these folders.
u if inactive tor five years after the
departure of the student from the Univer
sity. the folder is destroyed
4. Organisation Membership Records
a For purposes of communication with
the University, student organizations are
required to provide the Director of the Erb
Memorial Union with the name of the officer
to whom communications are to be directed
When a new officer is elected, the name of
the former officer will be discarded
t> No records of membership in student
organizations, except membership lists of
honorar.es, and fists of officers required for
official purposes of the ASUO and the
Student Administrative Board, shall be
maintained
7. Career Planning and Placement
Service Registration Fila
a The Career Planning and Placement
Service registration file contains forms
submitted by the student and letters of
recommendation written by persons the
student lists as references
b information contained in this file is
released subiect to conditions stipulated by
the applicant at the time of registration
c The Career Planning and Placement
Service registration file «s retained per
manentfy
• University Counseling Center Records
a The University Counseling Center
operates m a manner which is consistent
with statutory requirements on the
privileged nature of communication between
counseior ano c i«en» as prescribed by the act
cstabhsh nq the procedure for certificafion
o# psychologists by the State of Oregon
b A client of the University Counseling
Center «s assured that his transactions with
the staff are privileged and confidential All
data 'oo recordings, written reports, and
tests ‘ reqardmg me client will be retained in
♦he Counsei-nq Center Release of any m
formation from these files is subject to
approval of both the counselor and the client,
including information regarding whether or
not the student is or has been a client. A copy
of any report to a third party will be provided
the client upon the client's request.
c The contents of counseling folders are
destroyed five years after the last con
sultation
9. Office of Financial Aid Records
a The student's financial aid record
hCQins with his filing of an application for
financial aid Supplemental information
includes a financial analysis report from the
student and his family, a record of
assistance awarded, and any subsequent
application filed by the student
b The use of information contained in
the financial aid record is limited to the
Office of Financial Aid and the Business
Office Upon written request of the student,
information may be referred or released to
another agency or institution
c The record is maintained by the Office
of Financial Aid during the student's
enrollment in the University of Oregon and
for one year after. Records are retained by
the University Archivist tor a period of five
years after the student leaves the Univer
Sity
d The Financial Aid legal documents
are maintained by the Business Office until
all financial payments are completed,
to. Student Health Center Records
a Medical records are privileged and
confidential Information based on these
records may be released only at the request
of the patient Those diseases, conditions or
injuries which a physician i- required by law
to report would constitute exception to this
policy
b A copy of the entrance physical
examination and a summary of pertinent
information contained in an individual's
medical record may be released upon
request of the student patient
11. Payroll Records
a A record is maintained by the
Business Office of all payments made to
students employed by the University.
b The student employee's payroll
record is retained by the Business Office
until four years after the student departs
from the University and is then transferred
to the University Archives for permanent
retention
12. Student Employee Evaluation
Records
a These records contain evaluations of
the iob performanceof the student employed
by a school or department
b Employee evaluation records are
retained in the central files of the employing
school or department for no more than seven
years after the student departs from the
University and are then destroyed
13. University Housing Office Records
a Housing Applications: Applications
submitted by students who wish to reside in
dormitories or married student housing are
retained by the Housing Office for five years
after the student departs from the Univer
sity and are then destroyed
b Resident Assistant Applications
Applications and supporting documents
submitted by students who wish to be em
ployed as Resident Assistants in the dor
mitories are retained by the Housing Office
for one year after the student applies (If he is
not selected) or for one year after the
resident assistant's employment is ter
minated.
B Records Created and or Maintained
by Instructional Units
1. School or Department Graduate
Admissions Polder
a The school or department graduate
admiss ons folder contains the formal ap
plication and all supporting documents
submitted by the qraduate student for ad
mission to his major department
b This folder is maintained in the
central office of the graduate student's
school or major department for no more
than seven years after the student departs
irom the university and is then transferred
to the university Archives tor permanent
retention
1. Applications for School-Departmental
Assistantships. Scholarships or Other
Awards
a This record contains the student's
application tor a school departmental
assistantship. scholarship or other award
and all supporting documents submitted by
b It the applicant receives the
assistantship. scholarship or other award,
the record is retained in the central office of
the school or department tor no more than
seven years alter the student departs Irom
the University and is then transferred to the
University Archives tor permanent reten
lion
3. Academic Advising Felder
a The academic advising folder usually
contains a copy of the student's course
program, a copy of his permanent academic
record, grade slips, admissions statement,
and consultation notes pertinent to the
academic advisor's working relationship
with the student
l> Academic advising folders are
maintained in the central office of the
student's school or major department until
the student graduates or for seven years
after the departure of a non graduate Irom
ihe University and are then destroyed
4. Student Employee Evaluation
Records
a These records contain evaluations of
the iob performance of the student employed
by a school or department.
b Employee evaluation records are
retained in the central files of the employing
sc hool or department for no more than seven
years alter the student departs from the
University and arc then destroyed
i. Student Teaching Records
a The student teacher's lolder contains
Ins application, a copy of his permanent
academic record and written evaluations of
ins student leaching performance submitted
by his supervisors.
b. The student teaching record is
retained permanently by Ihe College of
Education
a The class list contains the names of all
students enrolled in each class.
b Class lists are retained by the in
dividual faculty member or by the school or
department
7. Final Grade Report (class grade lists)
a The final grade report is a record of
the grades received by all students enrolled
m a course
b Final grade reports are retained by
the school or department The University
Registrar retains one copy of each final
grade report permanently
8. Grade Books and Attendance Records
a The grade book contains the faculty
member s notations of students' progress in
his class and may contain records of the
students’ attendance
b. Grade books and attendance records
are retained by the individual faculty
member or the department or school tor at
least seven years after the class was taught
9 Students' Examinations and Class
Papers
a Examinations, reports and other class
papers may be retained by the faculty
member only if he either
I) Communicates to the student his
intention to retain such papers at the time of
assigning them, or
7) Obtains the consent of the student to
retain such apapers
l) All other examinations, reports and
c lass papers must be returned to the student
m suc h a way as to protect the student's right
to contidentiality
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