The following policies and procedures govern the release of
student information by the Office of Admissions and Records to
persons outside the University.
(1) The University may release information concerning current
or former students that appears in directories and publications
available to the public without the student’s consent
except when requested by the student to hold such information
confidential. For currently enrolled students, this information
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 appointment; weight and height
if the student is an athletic team member; participation in
officially recognized sports; and institutions previously attended.
For former students, this 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.
(2) Transcripts are released only by written request to whomever
a student or former student designates.
(3) Upon written authorization of the student concerned, individuals
may view a student’s records in the Office of Admissions
and Records or may have the information sent to them. A document,
signed by the student, listing the University of Illinois as
a reference, is considered written authorization.
(4) The Registrar may release student academic information
to organizations conducting studies for, or on behalf of, educational
agencies or institutions for the purpose of developing, validating,
or administering predictive tests, administering student aid
programs, and improving instruction. Such studies must be conducted
in such a manner as will not permit the personal identification
of students and their parents by persons other than those conducting
the study, and such information must be destroyed when no longer
needed for the stated purpose.
(5) The Registrar may release student academic information
in the support of financial assistance without the student’s
written consent.
(6) Copies of student records will not be provided to parents
without the student’s prior written consent; however,
parents of a dependent student, as defined in section 152.f
of the Internal Revenue Code of 1954, may be granted access
to the student’s record without such consent under the
following procedures:
(A) Any parent who in writing states that he or she is the
parent of a student who was claimed as an exemption at the
time of the filing of the last federal income tax statement
may be sent a copy of the student’s transcript on the
payment of the regular fee.
(B) Any parent who in writing states that he or she is
the parent of a dependent student may be given the same access
as the student to other records.
(1) All requests to the Urbana-Champaign Office of Administrative
Information Systems and Technology Services from individuals,
departments, and/or groups of departments, except the offices
of the President, the Vice-Presidents, the Chancellor, or Bureau
of Institutional Research, for data based on confidential records
of students in a particular college, must first be cleared through
the appropriate college office.
(2) Requests involving students in more than one college must
be cleared through the Registrar.
Reports of final grades for each semester and summer session
are furnished to all students.
All academic credentials presented to the University of Illinois
become the property of the University and are not subsequently
released to the student or to another individual or institution.
