Tables of Contents
Subchapter 9-100. General Provisions
Sec. 9-101. Purpose
student educational records maintained by the university fall into two general
categories: directory information and student records. The purpose of this
chapter is to describe various kinds of educational records and to state the
permissible uses of these records. These policies and procedures are in full
accord with the final regulations implementing the Family Educational Rights
and Privacy Act of 1974; copies of this act and its implementing regulations
are on reserve in the Undergraduate Library.
Sec. 9-102. Confidentiality of Records
- Directory Information
That part of a student's educational record defined as directory
information in section 9-201 is public information and will be made available
to the public except as noted in subsection 9-201(3).
- Student Records
Student records include all educational records except for directory
information and are not public records. The university will maintain the
confidentiality of these student records as indicated in section 9-202.
- Information in a student's educational record may be released by the
university as directed by the president in an emergency if the information is
necessary to protect the health or safety of the student or other persons.
Sec. 9-103. Information Not Recorded
record will be kept that reflects a student's political attitudes, beliefs, or
Sec. 9-104. Definitions
this chapter, unless the context requires a different meaning,
- "educational record" means the official record of a student which is
maintained by the university for use by the university and includes directory
information and student records. "Educational record" does not include the
personal records of university personnel which are maintained in the sole
possession of and for the sole use of the maker thereof or a temporary
substitute for the maker; the records of law enforcement units which are
maintained solely for law enforcement purposes; employment records related
exclusively to an individual's employment capacity; medical and psychological
records; thesis or research papers; or records that only contain information
about an individual after the individual is no longer a student at the
- "student" means a person enrolled or formerly enrolled at the university;
- "president" means the president of the University of Texas at Austin;
- "university" means the University of Texas at Austin.
Subchapter 9-200. Directory Information and Student Records
- "Directory information" is defined as a student's name, local and
permanent address, electronic mail address, telephone listing, date and place
of birth, major field of study, participation in officially recognized
activities and sports, weight and height if a member of an athletic team, dates
of attendance, degrees, awards and honors received, the most recent previous
educational institution attended, and other similar information.
- Directory information is public information and will be made available to
the public except as noted in subsection 9-201(3).
- a currently enrolled student may request that all directory information
not be made public by completing an appropriate request form in the Office of
the Registrar during the first twelve class days of any semester or the first
four class days of any summer term. This request will remain in effect until
revoked by the student, or until the student fails to register for a subsequent
long-session semester. In the event of such a request, this information will be
treated as student records information, subsection 9-202(1)(a), and, in
response to public inquiries, the university will verify only whether an
individual is currently enrolled at the university.
- Student records include educational records maintained by the university
except for directory information. Student records include
- official university academic and personal records relating to scholastic,
disciplinary, and fiscal matters as well as
records maintained by university offices and agencies providing services sought
voluntarily by individual students. The university shall not permit access to
or the release of personally identifiable information contained in these
records without the written consent of the student to any party other than the
- appropriate university administrators, faculty, or staff and appropriate
administrators or staff of the Ex-Students' Association who require access to
educational records in order to perform their legitimate educational duties
when such records are needed in furtherance of the educational or business
purposes of the student or university;
- officials of other schools in which the student seeks or intends to
enroll, upon request of these officials, and upon the condition that the
student be notified and receive a copy of the record if desired;
- federal, state, or local officials or agencies authorized by law;
- in connection with a student's application for, or receipt of, financial
- accrediting organizations or organizations conducting educational studies,
provided these organizations do not release personally identifiable data and
provided they destroy such data when it is no longer needed for the purpose for
which it was obtained;
- the parents of a dependent student as defined in section 152 of the
Internal Revenue Code of 1954, provided a reasonable effort is made to notify
the student in advance;
- in compliance with a judicial order or subpoena, provided a reasonable
effort is made to notify the student in advance unless such subpoena
specifically directs the institution not to disclose the existence of a
- to an alleged victim of any crime of violence, the results of the alleged
perpetrator's disciplinary proceeding may be released.
- Upon written request, the university shall provide a student access to his
or her records described in subsection 9-202(1)(a) except for:
- financial records of the student's parents or guardian; and
- confidential letters of recommendation where the student has signed a
waiver of right of access to letters of recommendation which were placed in the
educational records of the student after January 1, 1975, or confidential
letters of recommendation placed in the educational records of a student prior
to January 1, 1975.
- The official custodian of records at the university is the vice president
for business affairs. Since the university does not maintain a central
repository for student records, inquiries for access to specific student
records should be made to the university office or agency concerned with the
particular record. Requests for assistance in locating individual student
records should be directed in writing to the custodian of records.
- A student may obtain copies of his or her records described in subsection
9-202(1)(a) at a cost of fifteen cents per page, except for an official
transcript of academic record, $5, and an unofficial copy of the permanent
academic record, $5. Education records covered by the Family Educational Rights
and Privacy Act of 1974 normally will be made available within forty-five days
of the request.
- The contents of a student's educational record may be challenged by the
student on the grounds that the record is inaccurate, misleading, or otherwise
in violation of the privacy rights of the student by submitting a written
statement to the custodian of records. If the dispute cannot be resolved by
informal proceedings, then a formal hearing will be conducted. The president
will appoint a hearing officer; and the general provisions described in chapter
11 will govern the formal hearing.
- Complaints regarding alleged failures to comply with the provisions of the
Family Educational Rights and Privacy Act may be submitted in writing to the
Family Policy Compliance Office, U.S. Department of Education, 400 Maryland
Avenue, S.W., Washington, D.C. 20202-4605.
- In addition to the procedures described in subsection 9-202(5), general
categories of educational records are periodically reviewed and obsolete
information is removed and destroyed in accordance with procedures approved by
Sec. 9-203. Official Transcripts of Records
- The Office of the Registrar shall send, issue, or release a student's
official transcript of record only:
- at the student's written request; or
- in accordance with subsection 9-202(1)(a).
- A transcript of record shall contain only the information described in
section 9-402 and shall not be furnished either in part or with information
omitted or deleted.
- The registrar shall maintain a "Register of Requests for Official
Transcripts." The register of requests is part of the student record.
- Withholding of an official transcript or degree may be imposed upon a
student who fails to pay a debt owed the university, and the penalty terminates
upon payment of the debt.
- The dean of students, the president, or the Office of the Chancellor may
withhold the issuance of a transcript or a degree pending a hearing against a
student who violates a rule or regulation of the university system or the
university, when in the opinion of the official, the interest of The University
of Texas System or the university would be served by interim action.
Subchapter 9-300. Disciplinary Records
Sec. 9-301. Disciplinary Record
- The university shall maintain a permanent written disciplinary record for
every student assessed a penalty of suspension, expulsion, denial or revocation
of a degree, and/or withdrawal of a diploma. A record of scholastic violations
shall be maintained for at least five years where the penalty assessed is other
than those noted above. The disciplinary record shall reflect the nature of the
charge, the penalty assessed, and any other pertinent information.
- The contents of a student's disciplinary record may be made available by
the president or the president's delegate to appropriate university officials
who have a legitimate educational interest.
- The contents of a student's disciplinary record may be made available to
persons outside the university only upon written request of the student, or in
accordance with 9-202(1)(a)(viii), or in response to a court order.
Subchapter 9-400. Official Transcripts
Sec. 9-401. Office of the Registrar
registrar compiles, maintains, and administers official transcripts of
student's official transcript of record contains the following information:
- name of the student;
- names of parents or guardian;
- name and address of the high school attended and date of graduation
(unless admitted as a transfer student);
- transfer credits, if any;
- courses taken, hours completed, grades received, grading system, and grade
- for undergraduate students, a symbol showing scholastic probation or
dismissal, if any, during the period of probation or dismissal; for graduate
students, a symbol showing scholastic dismissal;
- type of degree granted by the university and honors received; and
- date of graduation from the university.
Tables of Contents
28 August 1996. Registrar's Web Team
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