Graduate Student Handbook

VII. Access to Students' Grades and Academic Record

The following policy addresses the issue of access to a student's grades and academic record. This policy was written with the sole purpose to protect the confidentiality of the academic performance of graduate students at the University of Connecticut Health Center.

A. Current Procedure

At the end of each semester, the grade sheets for all courses given during that semester are distributed to all course instructor's (including laboratory rotations and independent study courses). The instructor will return all grade sheets to the Office of Records/Registration when the course has been completed. These grade sheets are then copied by the Office of Records/Registration and forwarded to the Registrar's Office at Storrs where all grades are transcribed to the student's transcript.

B. Policy on Confidentiality of Student Records at the University of Connecticut at Storrs

According to the 1991/92 University of Connecticut Student Handbook, Confidentiality of Student Records (page 56), the following policy has been established and the Office of Records/Registration at the University of Connecticut Health Center will abide by these provisions:

The Family Educational Rights and Privacy Act of 1974, as amended, protects the privacy of educational records, establishes the student's rights to inspect their educational records, provides guidelines for correcting inaccurate or misleading data through informal and formal hearings, and permits students to file complaints with the Family Education Rights and Privacy Act Office (FERPA) concerning alleged failures of the institution to comply with this Act. In compliance with this Act, the University of Connecticut provides the following information and services:

1. The Office of the Registrar on each campus has copies of a detailed policy statement of procedures for compliance.

2. The University designates the following as public or "Directory Information": The student's name, date and place of birth, addresses, e-mail address, telephone numbers, school or college, major field of study, degree sought, expected date of completion of degree requirements and graduation, degrees and awards received, dates of attendance, full- or part-time enrollment status, the most previous educational agency or institution attended, participation in officially recognized activities and sports, weight and height of athletic team members, and other similar information.

3. The University, at its discretion, without a student's written request, releases Confidential Information to the following:

a. University officials having a legitimate educational interest;

b. Officials from other institutions in which the student seeks enrollment;

c. Federal agencies, i.e., Social Security Administration, Immigration, Treasury, Federal Bureau of Investigation, Office of Civil Rights, etc.;

d. Public or private agencies regarding application for, or receipt of financial aid, including guaranteed student loans;

e. Organizations conducting studies for educational agencies or institutions developing, validating, administering tests, student aid programs or educational improvement programs;

f. Accrediting organizations;

g. In compliance with a judicial order that instructs non-disclosure to the student;

h. Emergencies affecting the health or safety of the student or other persons.

4. All students are considered independent.

5. Student may inspect their records by appointment with the Registrar.

6. Students may withhold "Directory Information" from: (a) the annually published Student Directory and (b) certain third parties. Students must file the "Student Registration Form" with the Office of Records/Registration by the end of the registration period during the Fall semester. Once filed, this request becomes a permanent part of the student's record until the student instructs the University in writing to have the request removed. Moreover, this request does not restrict the release of information to those individuals and agencies noted above at #3.

7. A student has the right to be notified of the institution's intent to disclose information from education records to a court of law if legal action has been brought against the student.

C. Office of Records/Registration at the Health Center

The Office of Records/Registration abides by the established policy as stated above and insures that student academic records are held in strict confidence.

Access to a student's academic record, semester grades and transcripts are given upon authorization of the student. Forms are available in the Office of Records/Registration. In compliance with Family Educational Rights and Privacy Act of 1974, and the above policy of the University, in particular Section 3 a., the ORR defines University Officials to include but not limited to the following person(s):

1. Dean's and University Administration;
2. Major Advisors;
3. Program Directors.

Any other person requesting access to a student's academic record must have written permission from the student before any information will be released.

D. Special Provisions

Students applying for annual fellowship/assistantship support via the Graduate Programs Committee authorize disclosure of their fellowship application to all appropriate faculty involved in the application and awarding process. The information requested in the fellowship application will be held in strict confidence from all persons not involved in the awarding of such fellowships.

The academic record of students enrolled in the Combined Degree Program will be released to members of the Combined Degree Steering Committee upon request of the Committee. The academic record includes but is not limited to course grades and performance parameters.

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