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P507R: STUDENT ACCESS TO ACADEMIC RECORDS

Issued by:
Office of Administration
Replaces:
Procedure 106, January 1977
Approved:
November 2008
Revised:
October 2008

Students may review educational records at the University offices that maintain them and request explanations or interpretations of record materials from officials in charge. Students and former students may inspect their educational records at any time. The University normally limits inspections to not more than three annually, except for the permanent academic record (transcript), which is available during normal office hours.

The Family Educational Rights and Privacy Act (FERPA) mandates that:
  • Educational records will be open to inspection and correction
  • Recorded information will not be made freely available to individuals outside the University without consent of the student FERPA permits current and former students to inspect their educational records and accords them the right to a hearing in order to challenge the contents of such records. Written consent of student is required before personally identifiable information from educational records will be released to other persons.
University Stipulations
The University is not required to permit students to inspect the following:
  • Financial records of parents
  • Confidential letters placed in the educational record before January 1, 1975
  • Letters of recommendation or reference received after January 1, 1975 for which the right of inspection has been waived
  • Records of instructional, supervisory and administrative personnel that are in the sole possession and only for the use of their author.
To encourage responsible behavior in all aspects of student development, academic information is not made available routinely to parents. Parents, guardians and other individuals must obtain the written permission of a student or establish the student's status as a dependent (IRS Code of 1954, Section 152) to inspect the student's educational records.
The University may disclose, without written consent, the academic records of students to officials of institutions in which they seek to enroll.
The University complies with lawfully issued subpoenas for students' records. Reasonable attempts will be made to inform students of all disclosures.
The University may disclose to the victim the results of any student disciplinary determination related to an alleged crime of violence, upon the victim's request, without further authorization by the disciplined student.
Records of Access
The University maintains records of all persons who have obtained access to the educational records of students (except for those listed below). These records are available for inspection by students.
No record is kept when:
  • Students inspect their own records
  • Disclosures are made in response to students' written requests
  • Requests are for directory information
  • Authorized faculty or staff of the University are granted access for a legitimate educational purpose
Campus Crime Reports
Crime reports and records created and maintained by campus law enforcement officers are exempt from public disclosure under FERPA. However, the University may disclose police reports to third parties under the New York State Freedom of Information Law, without student consent.
Challenge to content of Educational Records
Students who believe information contained in their educational records is inaccurate, misleading, or violates their privacy or other rights may request an amendment of the contents. Initially, the matter is to be discussed with the records custodian. If the custodian does not agree to amend, the student will be advised of the following options:
  • To let the matter stand, and/or request the custodian to include in the record a statement from the student taking exception to the record
  • To challenge the record and request a hearing conducted by the designee of the Vice President for Student Affairs or the Provost.
Any statement by the student, either commenting on the contents of the educational record or challenging the contents of the educational record, will be made available for inspection on the same basis as the contested record.
After administrative remedies offered by the University have been exhausted, inquiries or complaints may be filed with the Family Policy and Compliance Office, U. S. Department of Education, 400 Maryland Avenue SW, Room 3021-6534, Washington D.C., 20202.
Directory Information
Directory information includes current and former students' names, local address, local telephone numbers, major fields of study, participation in officially recognized activities and sports, dates of attendance, degrees and awards received, and date of graduation. Students may request that the University not furnish all or part of personally identifiable information by completing a "Request To Suppress/ Release Directory Information".

Inquiries/Request:

Office of Student Services
Room 276, Administration Building
(631) 632-6885

Related Forms:

  • SUSB 503-B: Request to Suppress/Release Directory Information
  • SUSB 1029F: Student Consent to Inspect Record

Related Documents:


Created by Application Support for Administration
University Policy Manual @ Stony Brook University