Article 3—Academic Policies and Regulations

Part 6. Student Records—Guidelines and Regulations Governing Access and Release

§ 3-602 Definitions

(a) For the purpose of the Act, “student” is defined as a person who is or has been in attendance at the University of Illinois, and for whom the University maintains education records or personally identifiable information. The definition includes on-campus, extramural, and correspondence or work-study students, as well as alumni.

(b) Education records” are those records, files, documents, and other materials that contain information directly related to the student and are maintained by the University or by a person acting for the University. Under the Act, each student has the right to inspect his or her education records.

(1) So-called working notes are not regarded as the student’s education record unless such notes are recorded for others to view.

(2) Furthermore, under the Act, students do not have access to the following:

(A) parents’ financial records

(B) law enforcement records

(C) medical, psychiatric, or similar records created or maintained by a physician, psychiatrist, psychologist, or other recognized professional acting in such capacity and in connection with the treatment of the student, provided, however, that such records can be personally reviewed by a physician or other appropriate professional of the student’s choice

(D) confidential letters and statements of recommendation, which were placed in the education records prior to January 1, 1975, if such letters or statements are not used for purposes other than those for which they were specifically intended

(c) At UIUC, "directory information" for currently enrolled students includes the student's name, addresses, telephone numbers, college, curriculum, and major field of study, class level, date of birth, dates of attendance and full- or part-time status, eligibility for membership in registered University honoraries, degrees, honors, and certificates received or anticipated; for students appointed as fellows, assistants, graduate, or undergraduate hourly employees, the title, appointing department, appointment dates, duties, and percent time of the appointment; weight and height if the student is an athletic team member; participation in officially recognized activities and sports; and institutions previously attended.

(d) For former students, “directory information” may include the student’s name; date of birth; last known addresses and telephone numbers; college, curriculum, and major field of study; dates of attendance and full or part-time status; class level; honors; certificates or degrees earned at the University and the date(s) conferred; weight and height if the student was an athletic team member; participation in officially recognized activities and sports; and institutions previously attended.