Type:
University Policy
Division:
Student Affairs
Classification:
ACADEMIC & STUDENT AFFAIRS
Contact Phone Number:
503-838-8327
Contact Email Address:
registrar@wou.edu
| TITLE | |
| Student Records Policy | |
| POLICY NUMBER | |
| ASA-04-046 | |
| RESPONSIBLE OFFICER | UNIVERSITY CONTACT |
| VP for Student Affairs/Provost & VP for Academic Affairs | Office of the Registrar |
| SUMMARY | |
This policy establishes designated responsible parties, policies, and procedural expectations for the secure management of student educational records in compliance with state and federal laws, including but not limited to the Family Educational Rights and Privacy Act of 1974 (FERPA) 20 U.S. C. Sec. 1232g. | |
| APPLICABLE TO | |
| WOU Students | |
| DEFINITIONS | |
| AUTHORITY | |
| FULL STATEMENT OF AUTHORITY | |
|
All employees of the university are required to adhere to state law, federal statutes and regulations and university policies and procedures governing access to and use of student education records. The Registrar is the student data records custodian designated by the University General Counsel & Vice President for purposes of: · Develop, implement, and manage appropriate policies and processes that ensure student educational records are accessed in accordance with university policy, state and federal law. · Provide regular training and guidance to the university community relative to management of student educational records in the areas of; understanding student records, the importance of quality student records, appropriate use of educational records, and proper storage and handling of educational records. · Institute accountability measures. · Provide consultation to university leadership during the establishment of student educational records data sharing agreements. Access to student data is granted only in instances where the student records data custodian has determined that there is a legitimate educational need to know the information and that the role of the individual in question is such that it is within the best interest of the university to grant access to the data. At any time that roles and needs change, access will be evaluated and changed to match the requirements of the new role. The university will comply with all FERPA requirements including; annual notification to students of their rights under FERPA, right of students to inspect and review their own record, right of students to request that their record be amended, right of students to consent to disclosure of personally identifiable information except to the extent that FERPA authorizes disclosure without consent, and the right of students to file a complaint with the U.S. Department of Education. FERPA authorizes the university to designate and at its discretion make public disclosure of directory information. The following student educational records are defined as directory information by WOU: class level; dates of enrollment; degrees, certificates, majors, and honors awarded or applied for and the award date; enrollment status (full-time, half-time, less than half-time); full name; job titles and dates of employment for student employees who have been or are paid from university administered funds; most recent educational institution attended; photograph; local, permanent, billing and electronic addresses and telephone numbers; numbers of credit hours earned; participation in officially recognized activities and sports; place of birth; program of study (degree, major, minor, concentration, or certificate being pursued); weight and height of members of athletic teams. | |
| REFERENCED OR RELATED POLICIES | |
|
Availability of Student Records for Research Purposes Institutional Regulations Confidential Records -- Restrictions on Release Locations and Custody of Student Records Purpose of Student Records Petition by Student for Change in Personal Record |
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| RELEVANT DOCUMENTS AND LINKS | |
| HISTORY | |
|
APPROVAL DATE:
EFFECTIVE DATE: LAST UPDATED: 05/02/2017 HISTORICAL DETAIL NOTES: This policy previously was previously an Oregon Administrative rule. SOURCE: Previously Referred to as: WOU OAR 574-040-0001 |
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| FOR POLICY WEBSITE INPUT (public audience keyword search) | |
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