P507R: Student Access to Academic Records
- Issued by:
- Office of Administration
- Procedure 106, January 1977
- November 2008
- 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.
- 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.
- 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
- 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
- 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".
Office of Student Services
Room 276, Administration Building
(631) 63 2-6885
- SUSB 503-B: Request to Suppress/Release Directory Information
- SUSB 1029F: Student Consent to Inspect Record