Article 3—Academic Policies and Regulations

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

§ 3-604 Regulations for Record Custodians

(a) A student’s request to see his or her record must be granted within a reasonable period of time, but in no case more than forty-five days after the request for access has been made.

(1) Students do not have access to financial records of parents.

(2) Students do not have access to law enforcement records.

(3) Law enforcement officers do not have access to education records of students (chapter V.C.1 and 2 of the Act).

(4) Students do not have access to medical or psychiatric records (chapter III.C.3 of the Act).

(b) Confidential letters of recommendation received prior to January 1, 1975, are not subject to student access if used only for the purpose for which they were specifically intended.

(c) Students or persons applying for admission may be permitted to sign a waiver of their right of access to confidential letters of recommendation received on or after January 1, 1975, respecting admission, application for employment, or receipt of an honor or honorary recognition. Waivers cannot be required as a condition for admission, financial aid, or any other services or benefits from the University. A student supplying such a waiver will, upon request, be notified of the names of all persons making confidential recommendations.

(d) Requests by the University for letters of recommendation will not be solicited with University assurance of confidentiality and will include notice that confidentiality cannot be assured by the University, in view of the provisions of the Act.

(e) Letters of recommendation submitted without University assurance of confidentiality will be considered a part of the student’s record, and subject to student access as required by the Act.

(f) Prior to the sixth day of instruction for a specific term, students have the right to request that directory information be kept confidential. Requests will be in force until the student notifies the Office of Admissions and Records in writing that the information is no longer to be restricted. On the sixth day of instruction, all directory information that has not been restricted by the student may be released without the student’s prior consent.

(g) Students have the right to reproductions of their records if failure to provide copies would effectively prevent students from exercising the right to inspect and review their records. A charge not to exceed $1 per page may be made for this service. For retrieval or reproduction of computerized records, full administrative data-processing costs may be charged. Offices that charge the students are to keep in mind the regulations in chapter 6 of Business Procedures Manual on “Sales and Cash Collections.”

(h) A written record of access requests that have been processed must be maintained for as long as the record requested is maintained.

(i) Every effort should be made to verify or correct any information that the student believes is misleading, inaccurate, or otherwise in violation of the student’s privacy or other rights. If a dispute cannot be settled by the custodian, the student may request the appropriate dean, director, or his or her designee to resolve the matter. If the conflict cannot be resolved at that level, the student may request a hearing before a panel appointed by the Chancellor.