Current StudentsGraduate Student Handbook
VII. Access to Student's Grades and Academic Record
The following policy addresses the issue of access to 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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