Registrar/Office of Records - Record Group 12


Introduction

The records located within Record Group 12 have been transferred from the Office of the Registrar/Records as per guidelines outlined in the 1977 SUNY Records Retention Schedule. Prior to the creation of Record Group 12, materials from the Office of the Registrar/Records were listed within the Guide to University Archives & Records.

All records contained within Record Group 12 are restricted from use by all researchers, students, staff and faculty who are not currently employed and working within the Office of the Registrar/Records at Stony Brook University. Access to the listed records may be gained only with the express authorization of the Registrar or their designated representative(s); they can be viewed by members of the Office of the Registrar/Records staff, or by University Archives staff operating under the direction of the University Archivist or the Head of Special Collections and University Archives. These guidelines have been enacted to ensure student confidentiality as per the Registrar’s statement of confidentiality.

Confidentiality of Student Records
Confidentiality Statement

Stony Brook University maintains various student records to document academic progress as well as to record interactions with University staff and officials. To protect the student's rights to privacy, and to conform to federal and State laws the University has an established policy for handling students' records. Notice of this policy and of students' rights under federal law is given annually to the campus community.

The University is authorized to provide access to student records to campus officials and employees who have legitimate educational interest in such access, without the student's written consent. These persons are those who have responsibilities in connection with campus academic, administrative or service functions and who have reason for using student records connected with their campus or other related academic/administrative responsibilities as opposed to a personal or private interest. Such determination will be made on a case-by-case basis.

Access to student records databases is available on a need-to-know basis to appropriate campus officials only after required authorization is received by the Registrar's Office. More information about the use of information technology in accessing student records by University employees is available. Please see: http://naples.cc.sunysb.edu/doit.nsf/pages/policy.

With very limited exceptions, student information must not be transmitted by any University employee to anyone outside the University without the express written release by the student or pursuant to a lawfully subpoena/order, coordinated by the Office of University Counsel.

The campus community must remain vigilant about any intentional or unintentional abuse of the existing privacy laws, including the misuse of any student identifier, including the student's Social Security Number and the Stony Brook ID number. To report any concerns or violations, please contact the Office of University Counsel, 328 Administration, 2-6110, or the Registrar's Office, 276 Administration, 631-632-6175.

Organizational Note

The Office of the Registrar/Records is classified as an Administrative Unit and falls within the overall category of Enrollment and Retention Management (Student Services). The Registrar reports to the Provost on all issues related to student accreditation, graduation and records therein that are generated, on both the Graduate and Undergraduate levels.

Scope & Content Note

Grade Reports (1957-1985) is the only series that has been prepared by the University Archives for access by university personnel. This record series consists of bound, final grade reports submitted to the Office of the Registrar at the end of each semester and placed in book format for ease of access. The series is of use to designated personnel who may access old student records that are not currently available via the electronic records keeping system or in microform.

Series Descriptions

Series 1: Grade Reports, 1957-1985. Stony Brook University final grade reports. Volume: 67 cubic feet.
Series 2: Final Grade Distribution Reports, 1969-1995. Volume: 7 cubic feet.
Series 3: Memoranda and statistical reports, 1966-1971. Volume: 1.7 cubic ft.
Series 4: Student Graduation signature cards, 1993-1996. Volume: 5 cubic feet.

Container Listing

Series 1: Grade Reports, 1957-1985.
Box 1, 1957 – Spring/Summer 1964
Box 2, fall 1964 – Spring/Summer 1966
Box 3, fall 1966-67, v. 1 pt. 1-5; spring 1967, v. 2 pt. 1
Box 4, spring 1967, v. 2 pt. 2-3; Spring/Summer 1967-68, v. 2 pt. 4-6; Fall 1967-68, v. 1 pt. 1
Box 5, Fall 1967-68, v. 1 pt. 2-5; Spring/Summer 1967-68, v. 2 pt. 1-2
Box 6, Spring/Summer 1967-68, v. 2 pt. 3-4; fall 1968-69, v. 1 pt. 1-4
Box 7, Fall 1968-69, v. 1 pt. 5-7; Spring/Summer 1968-69, v. 2 pt. 1-2
Box 8, Spring/Summer 1968-69, v. 2 pt. 3-8
Box 9, Spring/Summer 1968-69, v. 2 pt. 9-10; fall 1969-70, v. 1 pt. 1-4
Box 10, fall 1969-70, v. 1 pt. 5-10
Box 11, Spring 1969-70, v. 2 pt. 1-5; Summer 1969-70, v. 3; fall 1970-71, v. 1 pt. 1-3
Box 12, fall 1970-71, v. 1 pt. 4-8; v. 2 pt. 1-6
Box 13, Spring 1970-71, v. 2 pt. 7-9; Summer 1970-71, v. 3; fall 1971-72, v. 1 pt. 1-5
Box 14, Fall 1971-72, v. 1 pt. 6; Spring/Summer 1971-72, v. 2 pt. 1-7
Box 15, Spring/Summer 1971-72, v. 2 pt. 8; fall 1972-73, v. 1 pt. 1-6
Box 16, Fall 1972-73, v. 1 pt. 7; Spring/Summer 1972-73, v. 2 pt. 1-7
Box 17, Spring/Summer 1972-73, v. 2 pt. 8; fall 1973-74, v. 1 pt. 1-7
Box 18, Fall 1973-74, v. 1 pt. 8; Spring/Summer 1973-74, v. 2 pt. 1-7
Box 19, Spring/Summer 1973-74, v. 2 pt. 8-10; fall 1974-75, v. 1 pt. 1-3
Box 20, fall 1974-75, v. 1 pt. 4-11 (pt. 4 missing)
Box 21, Fall 1974-75, v. 1 pt. 12-14; Spring/Summer 1974-75, v. 2 pt. 1-4
Box 22, Spring/Summer 1974-75, v. 2 pt. 5-11
Box 23, Spring/Summer 1974-75, v. 2 pt. 12-17; fall 1975-76, v. 1 pt. 1
Box 24, fall 1975-76, v. 1 pt. 2-7
Box 25, Fall 1975-76, v. 1 pt. 8-12; Spring/Summer 1975-76, v. 2 pt. 1
Box 26, Spring/Summer 1975-76, v. 2 pt. 2-7
Box 27, Spring/Summer 1975-76, v. 2 pt. 8-13
Box 28, Spring/Summer 1975-76, v. 2 pt. 14-15; fall 1976-77, v. 1 pt. 1-4
Box 29, fall 1976-77, v. 1 pt. 5-10
Box 30, Fall 1976-77, v. 1 pt. 11-13; Spring/Summer 1976-77, v. 2 pt. 1-3
Box 31, Spring/Summer 1976-77, v. 2 pt. 4-9
Box 32, Spring/Summer 1976-77, v. 2 pt. 10-15; fall 1977-78, v. 1 pt. 1
Box 33, fall 1977-78, v. 1 pt. 2-7
Box 34, Fall 1977-78, v. 1 pt. 8-13; Spring/Summer 1977-78, v. 2 pt. 1
Box 35, Spring/Summer 1977-78, v. 2 pt. 2-8
Box 36, Spring/Summer 1977-78, v. 2 pt. 9-14
Box 37, fall 1978-79, v. 1, pt. 1-6
Box 38, fall 1978-79, v. 1 pt. 7-12
Box 39, spring 1979, v. 1-6
Box 40, spring 1979, v. 7-12
Box 41, spring 1979, v. 13; summer 1979, v. 1-2; fall 1979, v. 1-4
Box 42, fall 1979, v. 5-11
Box 43, fall 1979, v. 12-13; spring 1980, v. 1-4
Box 44, spring 1980, v. 5-11
Box 45, spring 1980, v. 12-13; summer 1980, v. 1-2; fall 1980, v. 1-2
Box 46, fall 1980, v. 3-8
Box 47, fall 1980, v. 9-11, 13; spring 1981, v. 1-2
Box 48, spring 1981, v. 3-7
Box 49, spring 1981, v. 8-11; summer 1981, v. 1-2
Box 50, fall 1981, v. 1-6
Box 51, fall 1981, v. 7-11; spring 1982, v. 1
Box 52, spring 1982, v. 2-10
Box 53, spring 1982, v. 11-18; summer 1982, v. 1
Box 54, summer 1982, v. 2-3; fall 1982, v. 1-6
Box 55, fall 1982, v. 7-14
Box 56, fall 1982, v. 15-16; spring 1983, v. 1-5
Box 57, spring 1983, v. 6-12
Box 58, spring 1983, v. 13-14; summer 1983, v. 1-2; fall 1983, v. 1-4
Box 59, fall 1983, v. 5-10
Box 60, fall 1983, v. 11-14; spring 1984, v. 1-3
Box 61, spring 1984, v. 4-10
Box 62, spring 1984, v. 11-14; summer 1984, v. 1-2; fall 1984, v. 1
Box 63, fall 1984, v. 2-8
Box 64, fall 1984, v. 9-15; spring 1985, v. 1
Box 65, spring 1985, v. 2-8
Box 66, spring 1985, v. 9-14; summer 1985, v. 1
Box 67, summer 1985, v. 2; fall 1985, v. 1-5

Series 2: Final Grade Distribution Reports, 1969-1995.
Box 68, Final Grade Distribution Reports, 1969-1975
Box 69, Final Grade Distribution Reports, 1976-1978
Box 70, Final Grade Distribution Reports, 1979-1981
Box 71, Final Grade Distribution Reports, 1982-1984
Box 72, Final Grade Distribution Reports, 1985-1988
Box 73, Final Grade Distribution Reports, 1989-1991
Box 74, Final Grade Distribution Reports, 1992-1995

Series 3: Memoranda and statistical reports, 1966-1971.
Box 75, Registrar’s statistical reports, 1966-1971.
Box 76, Teacher evaluations A-I, L-Z (1978), Univac User Manual Report 1982

Series 4: Student Graduation signature cards, 1993-1996.
Box 77 Student Graduation signature cards, 1993
Box 78 Student Graduation signature cards, 1993
Box 79 Student Graduation signature cards, 1994
Box 80 Student Graduation signature cards, 1995
Box 81 Student Graduation signature cards, 1996