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Part II: Community Policies

O. Student Records

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  • 1. General Policy

    Policies and procedures concerning student records are based on respect for the privacy of the individual. To minimize the risk of improper disclosure, academic records are maintained separately from disciplinary records. (During the time of disciplinary suspension or expulsion, the notice is placed in the student’s permanent file.) The conditions for access to each are set forth in the Angelo State University Student Handbook and complies with federal and state statutes and with registered student organization guidelines. The procedures set forth below apply to all persons formerly or currently enrolled at Angelo State University.

  • 2. Address of Record

    Students must maintain an accurate permanent address with the Registrar’s Office. The address is used for official notifications including billing and official University requirements. Students should maintain a current local address and telephone number that is used by University officials, and/or student organizations and the campus community. Students may visit the Registrars Office webpage to update their contact information.

  • 3. Student Access to Educational Records

    • All current and former students of the University have the right to access their educational records as provided by law.
    • Students may obtain copies of records relating to themselves at their expense. The reproduction charge shall not exceed the actual cost to the University.
    • The University will respond to all requests for explanations and interpretations of records or information, if the response does not violate the Family Educational Rights and Privacy Act of 1974, as amended.
    • A student may waive the right of access to confidential letters of recommendation in the areas of admissions, job placement and receipt of awards.
    • Personally identifiable information such as personal conduct, class schedule, grade point average, academic progress, etc., shall not be released to non-authorized personnel without the consent of the student.

  • 4. Records Not Accessible to Students

    The following are records not accessible to students:

    1. Instructional, supervisory and administrative personnel records and the student’s educational personnel records in the sole possession of the author and not revealed to any person other than a substitute (i.e. grade books, notes of observation and notes for recollection purposes).
    2. Employment records of a University employee who is not a student.
    3. Medical records are maintained for students visiting University Health Clinic and Counseling Services. Information contained in the medical record is privileged and will not be released to another person or institution without written permission of the student, unless otherwise authorized by law. Students needing to request a copy of their medical records may contact University Health Clinic and Counseling Services at 325-942-2171. While not considered “education” records under the Family Educational Rights and Privacy Act of 1974, as amended, the mentioned statue still allows the patient, in most instances, access to his/her records. The general rule of confidentially contains an exception when the patient or someone authorized to act on his/her behalf submits a written consent. Consent must be in writing and signed by the patient (or a parent or legal guardian if the patient is a minor). A physician shall furnish copies of medical records requested in accordance with the consent provided, except if the physician determines that access to the information would be harmful to the physical, mental or emotional health of the patient.
    4. Medical and/or psychological information submitted for the purpose of determining eligibility for services are not releasable. Students may obtain the original information from the sources.

  • 5. Authorized Non-student Access to Student Records

    Educational records (or personally identifiable information within a record) may be released without the written consent of the students to:

    1. Officials, faculty and staff employed by the University if they have a legitimate educational interest.
    2. Officials of other educational institutions in which the student intends or seeks to enroll if the student is notified of what is being released and given a copy if desired.
    3. Authorized representatives of the Comptroller General of the United States, the Secretary of Education and administrative heads of educational agencies or state educational authorities.
    4. Individuals needing this information in connection with a student application for, or receipt of, financial aid.
    5. Federal, state and local officials to whom laws (in effect on or before Nov.19, 1984) require information to be reported.
    6. Organizations such as Educational Testing Service administering predictive tests, student aid programs and improving instruction. The organizations must not show the personally identifiable information to outsiders and the information must be destroyed when no longer needed for audit, evaluation or compliance with federal requirements.
    7. Accrediting organizations.
    8. Parents who certify a student is carried as a dependent for federal income tax purposes. This certification must be ascertained by the Registrar’s Office.
    9. Appropriate persons, if necessary, to protect the health or safety of the student or other persons.
    10. Individuals requiring such information by means of a judicial order or any lawfully issued subpoena, on condition that the student may be notified by the University of all such orders and subpoenas in advance of compliance.
    11. Emergency contacts as listed in students’ educational records may be notified by designated staff upon notice of student hospitalization or transport via emergency personnel.

  • 6. Students’ Rights to Challenge Records

    Students have the right to challenge records and information directly relating to them. This section does not include procedures for students challenging individual grades. Grade appeal procedures are described in the Angelo State University Student Handbook, Part II, section E.10. The challenge is limited to inaccurate, misleading or otherwise inappropriate records and information. The procedures set forth below shall be followed for an appropriate challenge.

    1. Any student wishing to challenge records or information directly relating to him or her must notify the individual responsible for maintaining the records. The notice must be in writing and specifically identify the item challenged and the basis for the custodian of the challenged records.
    2. All initial meetings will be informal and participants will include: the custodian of the challenged records or information, the student and the author (if appropriate) of the material.
    3. If any of the participants (record custodian, student or author) are not satisfied with the results of the informal meeting, a formal Hearing will be conducted. The student may present evidence relevant to the content of the educational records to demonstrate how they are inaccurate, misleading or otherwise in violation of the privacy rights of the student. The Hearing also provides an opportunity for correction or deletion of any inaccurate, misleading or otherwise inappropriate data contained in the records and for insertion into the records a written explanation by the student requesting the content of the challenged records.

  • 7. Release of Student Directory Information

    1. The following student information is considered Angelo State University Directory Information:
      • Student name
      • Permanent and local addresses
      • Hometown
      • Classification
      • Major and minor fields of study
      • Dates of attendance
      • Degrees, awards, and honors received
      • Specific enrollment status
      • Photograph
      • Team photographs
      • Participation in officially recognized sports and activities
      • Height/weight of member of athletic teams
      • Previous institution(s) attended
      • Degree candidate
    2. This information will be released by various campus offices periodically, or on request, unless the student stipulates that directory information (as defined above) be withheld. Students may request that directory information be withheld in writing in the Registrar’s Office, room 200 of the Dorsey B. Hardeman Building.
    3. The personal identifying information obtained from an individual for the purpose of the emergency alert system of an institution of higher education, including an email address or telephone number, is confidential and not subject to disclosure under Section 552.021, Government Code.

  • 8. Destruction of Records

    The University constantly reviews the “educational records” it maintains and periodically destroys certain records. The University will not destroy records if prohibited by state or federal law. The student’s basic scholastic record is kept and maintained permanently in the Registrar’s Office. Disciplinary records are maintained for at least seven (7) years in the Office of Student Affairs.  Student Disability Services records are maintained for seven (7) years after the last date of enrollment. In cases resulting in Time-Limited Disciplinary Suspension or Expulsion, records will be kept indefinitely.

  • 9. Letters of Recommendation

    1. Students may review recommendations used in application for employment or for admission to any educational agency or institution, or information concerning honors awarded, except when the student waives, in writing, the privilege of examination.
    2. Under the Family Educational Rights and Privacy Act of 1974, as amended, the student does not have access to confidential letters and statements of recommendation which were placed in the educational records before January 1, 1975, if the letters or statements are used for purposes for which they were specifically intended.

  • 10. Proxy

    When a student reaches the age of 18 OR is attending a postsecondary institution, regardless of age, FERPA rights transfer from the parent to the student. Parents of Angelo State University students may not receive non-directory information unless the student creates a FERPA/Proxy Authorized User from their secure RamPort account. Online FERPA/Proxy information can be found on the Ferpa webpage.


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