RECORDS
90.06
Revised 1-04
Registrar's Office
335-5346
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 Registrar is the Student Records Officer designated by the President. Direct questions regarding the disclosure of student records 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 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 at any time officially enrolled at the University and has education records or other personally-identifiable information on file at the University.
Not Educational Records
The following are not considered student education records:
- WSU police records maintained for law enforcement purposes.
- Records which relate to the student's capacity as an employee. The personnel records review rules apply. See 90.07.
- The student's medical records. (Students may review medical records about themselves and may direct WSU to release medical records about themselves to a physician or other appropriate professional.)
- Records made by instructional, supervisory and administrative personnel which are not accessible to any other person except the maker's substitute or administrator. Grade books are an example of this type of record.
Financial Records
Financial records are considered to be a type of student education records. All provisions regarding student education records apply to student financial records held by the University.
RELEASING RECORDS
Student Access
A student may review information about his or her academic progress. 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 Registrar. Students may look at records in the Registrar's Office files from other institutions but WSU does not copy these records.
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 Privacy Right
Students may waive the right to review information about themselves including confidential recommendations associated with:
- Admission to any educational institution.
- Applications for employment.
- Documents filed and maintained at the student's request at Career Services.
- Faculty evaluation and other education records placed in departmental files when the department serves in a placement or referral capacity.
Conditions for Waiver
A student's waiver of rights applies only if all of the following apply.
- The student can obtain the names of all persons making confidential statements concerning him or her.
- The confidential statements are used solely for the purpose for which they were originally intended.
- The waivers are not required as a condition for admission, receipt of financial aid or receipt of any other services or benefits from the University.
Access by WSU Personnel
The following University personnel may access personally-identifiable student records without the written consent of the student:
- Any WSU employee with a "need to know" based upon official University duties or concerns.
- Faculty and students appointed to a President's standing committee, a Faculty Senate committee, or any other WSU committee with a "need to know" based upon official University duties or concerns.
Use of student records is such cases is strictly limited to the performance of official University responsibilities. (WAC 504-21-050(a))
Academic Researchers
Access to any personally-identifiable information may be granted for legitimate academic research provided that:
- Research procedures and the reporting of findings do not violate the student's privacy.
- Students' names are not included in the study or in any way linked with the data.
- Case histories or records are sufficiently disguised to prevent identification of the individuals involved.
- Researchers obtain the student's written permission if individual identification occurs.
- Researchers comply with the policies and procedures included in OGRD Memorandum #4 regarding human subjects.
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. The written statement is to include:
- Specifications of the information to be released.
- The reasons for the release.
- The names of the parties to whom the information will be released. Exception: Career Services forwards applications and related information to prospective employers in response to employment openings. This service is in response to the student's request and may not include a signed release.
Without Consent
The University permits access or release of personally-identifiable information to the following parties without the consent of the student:
- Appropriate persons in connection with an emergency may access information if the knowledge of such information is necessary to protect the health or safety of a student or other person(s).
- Parents or legal guardians of a student who have established the student's dependency status according to Internal Revenue Code of 1954, Section 152, may access information about that student's educational and financial status.
- Federal and state officials for audits or evaluations of federally or state-funded programs or enforcement of the federal or state legal requirements which relate to these programs may access related information about students.
- Persons or organizations providing financial aid or making decisions relating to providing financial aid may have access to information about students associated with the individual programs.
- Any person or entity designated by a lawfully issued subpoena or judicial order may access related student records. Contact the Attorney General's Office regarding this type of request; telephone 335-2636.
- Accrediting organizations carrying out accrediting functions may access student records.
Directory Information
WSU releases directory information. Directory information includes a student's name, local and home address, telephone number, major field of study, participation in officially-recognized sports activities, weight and height of members of athletic teams, dates of attendance, degrees, certificates and awards received (including the President's list of honor roll) and the most recent previous institution attended by the student.
Students may request at registration or at Payroll Services that the University not release directory information. See 90.70 for information about changing or suppressing addresses.
APPEALS
A student appeals denial of access to records regarding the student to the appropriate dean or director.
A student may also appeal a denial of access to the Student Records Committee using the procedures in WAC 504-21-040. The student may subsequently appeal a negative decision by the committee to the Provost.