Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.06
Revised 6-10
Registrar's Office
335-5346

Release of Student Education Records

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OVERVIEW

University personnel are responsible for disclosing and withholding disclosure of student education records in accordance with the following University guidelines. (These guidelines are based upon WAC 504-21 and WAC 504-45.)

STUDENT RECORDS OFFICER

The University Registrar located at WSU Pullman is the Student Records Officer designated by the President. Questions regarding the disclosure of student records should be directed to the Student Records Officer. At a regional campus disclosure questions should be directed first to the Registrar at that campus. The campus Registrar may refer such questions to the Student Records Officer.

The Student Records Officer is responsible for reviewing unusual requests for information and for assisting in the interpretation of these rules. The Student Records Officer is also responsible for receiving and/or hearing appeals as defined in WAC 504-21-040.

A departmental administrator should seek assistance from the Student Records Officer when the administrator is unsure whether or not a given record should be released.

EDUCATION RECORDS

Student education records include any file, document, or other material which provides information directly related to a student. A student is any person who has ever been in attendance (officially enrolled as of the first day of classes) at the University and with respect to whom the University maintains education records or personally-identifiable information.

Not Educational Records

The following are not considered student education records:

Financial Records

Financial records are considered to be a type of student education record. All provisions regarding student education records apply to student financial records held by the University.

RELEASING RECORDS

Student Access

A student may review his or her education records. The department having custody of the information must provide a response to a student's request within a reasonable time, but in no case more than 45 days after a request. (WAC 504-21-040)

Where records or data include information on more than one student, the requesting student may view only his or her part of the record.

Students may obtain copies of their official WSU academic records from the campus registrar.

Recommendations, Evaluations, and Comments

Students may review and receive copies of recommendations, evaluations, and comments concerning themselves if these statements are provided in privacy, expressed or implied, on or after January 1, 1975.

Statements made before January 1, 1975 may be reviewed by the student only with the consent of the author.

Waiver of Right to Review

Students may waive the right to review information about themselves including confidential recommendations associated with:

Conditions for Waiver

A student's waiver of rights applies only if all of the following apply.

Access by WSU Personnel

The following University personnel may access personally-identifiable student records without the written consent of the student:

Use of student records is such cases is strictly limited to the performance of official University responsibilities. (WAC 504-21-050(a))

Employee access to secured online student education records requires approval by appropriate administrators and completion of privacy training. See 85.33.

Academic Researchers

Education records may be used for legitimate academic research; provided that:

Access by Non-WSU Personnel

Student's Consent

Generally, non-University personnel must have the student's written consent in order to access personally-identifiable student information. Students may release personally-identifiable information about themselves with a written, signed, and dated consent statement. A valid written consent statement may be generated and approved electronically through an official University online application. The consent statement is to include:

Without Consent

The University permits access or release of personally-identifiable information to the following parties without the consent of the student:

Directory Information

The University may release directory information contained in a student's education records. "Directory Information" refers to information contained in an education record that would not generally be considered harmful or an invasion of privacy if disclosed.

Directory information includes the following: name (including any former name), local and permanent addresses, telephone numbers, e-mail addresses, major and minor fields of study, participation in officially recognized sports, weight and height of members of athletic teams, dates of attendance, enrollment status (e.g., undergraduate, graduate; full-time or part-time), grade level, status as graduate assistant and assignment, degrees, certificates, and awards received (including the President's Honor Roll), and the most recent previous educational institution attended by the student.

Directory Restriction

Students may request that the University not release directory information by indicating "restrict address" on the online zzusis Portal's address update screen (see 90.70), or by filing a written request with Payroll Services by the second Friday of the academic semester.

NOTE: If a student files a directory restriction, his or her name, address, telephone number, and e-mail address are not published in the online campus directory. In addition, the University does not release the student's name in any University press releases, including President's Honor Roll notification to hometown newspapers.

For more information regarding directory restrictions, contact the Registrar's Office, French Administration Building, Room 346.

APPEALS

To appeal the denial of a request to review his or her student records, a student submits an appeal to the appropriate dean or director, and subsequently to the Student Records Officer using the procedures in WAC 504-21-040.