Intranet
Faculty Handbook
Appendix X—Student Record Policy
Student Record Policy
All rights under the Family Education Rights and Privacy Act are accorded to enrolled students at West Texas A&M University and to the parents of dependent students as defined in Section 152 of the International Revenue Code of 1954. Parents may have access to records of students under 21 years of age provided documentation and statements are submitted that substantiate financial support of the student.
The University does not allow access to, or release of, educational records or other personally identifiable information without written consent of the student except that the University must disclose information to students requesting review of their own records and to authorized governmental officials for audit and evaluation of state and federally supported programs. The University may disclose, without a student’s written consent, educational records or other personally identifiable information to personnel within the institution; to persons or organizations providing student financial aid; to accrediting agencies carrying out their accreditation functions; in compliance with a judicial order; to persons in an emergency in order to protect the health or safety of students or other persons; to organizations conducting educational studies. A record is made of requests for personally identifiable information other than directory information.
Directory information is considered public and may be released without written consent unless specifically prohibited by the student. Requests for directory information may be referred to the Office of Student Services. Public information which may be released upon request includes name, local and permanent address, telephone number, date and place of birth, marital status, major field of study, classification, participation in officially recognized activities and sports, weight and height of athletic team members, dates of attendance, degrees, awards and honors received, the most recent previous educational institution attended, and other similar information. A student may request that all directory information not be made public by completing an appropriate form in the Office of the Registrar.
Students have the right to inspect and review information contained in their educational records; to challenge the content of their educational records; to have a hearing if the outcome of the challenge is unsatisfactory; to submit explanatory statements if the hearing decisions are unacceptable.
Student access is not permitted to records which the student has waived the right to inspect; records of instructional, supervisory and administrative personnel; records maintained for law enforcement purposes; records created and maintained by psychologists or other recognized professionals/paraprofessionals acting in a professional capacity; records of the University containing only information relating to a person after that person was no longer a student.
Requests for review of educational records are processed within 45 days of submittal. Copies of eligible records may be obtained at the student’s expense.
Complete copies of the policy or the consent forms may be obtained from the Office of the Registrar. Questions should be referred to that office.