Records

Annual Notification to Students of Rights under The Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.  They are:

1. The right to inspect and review the student’s education records within 45 days of the day the university receives a request for access.
   
   Students should submit to the registrar, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect.  The university official will make arrangements for access and notify the student of the time and place where the records may be inspected.  If the records are not maintained by the university official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
   
   
2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading.
   
   Students may ask the university to amend a record that they believe is inaccurate or misleading.  They should write the university official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
   
   If the university decides not to amend the record as requested by the student, the university will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment.  Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
   
   
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
   
   One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests.  A school official is a person employed by the university in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
   
   A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
   
   Upon request the university discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
   
   
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the university to comply with the requirements of FERPA.  The name and address of the Office that administers FERPA are:

  Family Policy Compliance Office
  U.S. Department of Education
  400 Maryland Avenue, S.W.
  Washington, D.C. 20202-4605

The university’s Records Policy explains procedures used by the institution for compliance with the provisions of FERPA. Copies of the policy are available in the Office of the Registrar, Jones 013.

Public Notice Designating Directory Information
The University of Puget Sound hereby designates the following categories of student information as public or “Directory Information.”  Such information may be disclosed by the institution at its discretion.

• Category I. Name and current enrollment.
• Category II. Local and permanent addresses and telephone number.
• Category III. Date and place of birth, dates of attendance, class standing, previous institution(s) attended, major field of study, awards, honors (including Dean’s List), degree(s) conferred (including dates), full-time or part-time status, and class schedule.
• Category IV. Past and present participation in officially recognized sports and activities, physical factors (height, weight of athletes), photograph.
• Category V. E-mail addresses.

Currently enrolled students may withhold disclosure of any category of information.  To withhold disclosure, written notification must be received in the Office of the Registrar prior to September 10 at: University of Puget Sound; 1500 N. Warner; Tacoma, WA 98416-0012.  Forms requesting the withholding of “Directory Information” are available in the Office of the Registrar.  The institution will honor a request to withhold information in any of the categories listed but cannot assume responsibility to contact the student for subsequent permission to release them.  Regardless of the effect upon the student, the institution assumes no liability as a consequence of honoring instructions that directory information be withheld.

The University of Puget Sound assumes that failure on the part of any student to request specifically the withholding of categories of “Directory Information” indicates approval for disclosure.

Transcripts
Official transcripts can be ordered from the Office of the Registrar.  This must be done on a transcript order form available at the Office of the Registrar or by letter, giving full name, birth date, student number, and date of last attendance at the University of Puget Sound.  Allow three days to process the request and provide the transcript.

Unofficial transcripts may be issued to students for their personal use.  Unofficial transcripts may be requested by either visiting the Office of the Registrar and completing the request form or by sending a letter of request to the Office of the Registrar.  Allow three days to process the request and provide the transcript.

Transcripts are not released to students (or their parents) who have financial accounts in arrears.

Note: The time required to process a transcript request may be extended during the two-week grade-recording period at the end of each semester.