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11 September 1997
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Chapter 9. Educational Records
Subchapter 9-100. General Provisions
Sec. 9-101. Purpose
The 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
No record will be kept that reflects a student's political attitudes, beliefs, or activities.
Sec. 9-104. Definitions
In 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 university.
- "student" means a person enrolled or formerly enrolled at
- "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
Sec. 9-201. Directory Information
- "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.
Sec. 9-202. Student Records
- 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 following:
- 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;
- (ii) 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;
- (iii) federal, state, or local officials or agencies authorized by law;
- (iv) in connection with a student's application for, or receipt
of, financial aid;
- 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;
- (vi) 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;
- (vii) 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 subpoena; or
- (viii) 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 ten 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,
the student may request a formal hearing. The
request must be made in writing to the custodian of records who, within a reasonable period of time after receiving
such request, will inform the student of the date, place, and time of the hearing. A
student may present evidence relevant to the issues raised and may be assisted or
represented at the hearing by one or more persons of the student's choice, including attorneys,
at the student's expense. The hearing officer that will adjudicate such challenges will
be appointed by the president. Decisions of the hearing officer will be final, will
be based solely on the evidence presented at the hearing, will consist of
written statements summarizing the evidence and stating the reasons for the decision,
and will be delivered to all parties concerned. The education records will be corrected
or amended in accordance with the decision of the hearing officer, if the decision is
in favor of the student. If the decision is unsatisfactory to the student, the student
may place with the education records statements commenting on the information in
the records or statements setting forth any reasons for disagreeing with the decision
of the hearing officer, or both. The statements will be maintained as part of
the student's records and released whenever the records in question are
disclosed. Students who believe that the adjudications of their challenges were unfair or not
in keeping with the provisions of the Family Educational Rights and Privacy Act
may request, in writing, assistance from the president.
- 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 the president.
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
The registrar compiles, maintains, and administers official transcripts of record.
Sec. 9-402. Content of Transcripts
Each 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 point average;
- 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.