Regents Policy on Access to Student Records
Students enrolled in the University are required to provide certain information in order that the University may make reasonable judgments about them, provide services, and give informed advice regarding courses to be followed. Such personal data and information may become part of the student education record. Students may make the justifiable assumption that the University, as custodian of this data, will preserve the data's private nature. By requiring or requesting such information, the University gives assurance that the information will be protected against improper disclosure.
The University observes the following principles:
- Appropriate University officials are held directly responsible and accountable for the careful protection of student education records against possible misuse.
- Within the University, student education records will be used only for appropriate research, educational, and University administrative functions. Access to those records is allowed only to those members of the University community whose designated responsibilities reasonably require access or to persons to whom the student has given written permission for access.
- Regents policy does not permit access to student records or release of information about a student to a third party without the student's permission. The policy also permits students to review their educational records and to challenge the contents of those records.
- The University provides the student with the right to access, inspect and obtain copies of all information in student education records except a) financial information submitted by parents and b) confidential letters and recommendations collected under established policies of confidentiality or to which the student has waived in writing the right of inspection and review.
- Students are notified annually of their right to review their educational records, and may do so at the Office of the Registrar, UMC One Stop Student Service Center, 170 Owen Hall.
- The student education records of the University vary in their nature and location. Steps taken to protect against improper disclosure are designed for the circumstance.
Directory Information
The student's name, address, electronic (E-mail) address, telephone number, dates of enrollment and enrollment status (full time, part time, not enrolled, withdrawn and date of withdrawal), major, adviser, college and class, academic awards and honors received, and (in the event of the student's graduation) the degree received, are matters of public record or directory information. Therefore, University officials and departments may provide this information, in answer to inquiries, without requiring authorization from the student. However, students may prohibit disclosure of directory information during the term of their enrollment by notifying the campus Office of the Registrar.
Other Student Education Records
Student education records other than directory information include, but are not limited to, transcripts, test scores, college advising records, disciplinary files, financial aid information, housing records, and records of educational services that are provided to students. Such records are disclosed only in accordance with provisions stated in the Directory of Student Education Records.
Approved by Board of Regents, September 10, 1992
A full copy of the Policy on Access to and Release of Student Education Records is available here
or contact the UMC Office of the Registrar.
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