305 40 120

Activity
III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records
Series Name
Family Educational Rights and Privacy Act (FERPA) Requests and Disclosures
Series ID
305-40-120
Description

Records relating to third-party access and requests to access personally identifiable student information without the student’s written consent and other FERPA related records maintained by the Office of the Registrar. For the purpose of this series “third party” refers to persons or entities that are not the student or other university officials with a legitimate educational interest.

These records found in all media (paper, digital, or other) may include but are not limited to:

  • requests for and responses to release of personally identifiable information to third parties, including but not limited to releases pursuant to health or safety emergencies or judicial order;
  • records of disclosures made to third parties;
  • requests by students for non-disclosure of directory information;
  • requests to amend education records including records of hearings conducted under the Student Records policy;
  • written consent of the student to disclose records;
  • waivers for rights of access;
  • related documentation.
Retention and Disposal Instructions

(a) Life of the affected record or until student revokes consent as applicable, for documentation of third-party disclosures, consent forms, non-disclosure requests, and amendments including any corresponding requests to amend records, purge;

(b) 5 years, for requests to amend records that are not granted, including any associated hearings, purge;

(c) until administrative use ceases, for any other requests for releases that are not granted, purge;

(d) life of the affected record for all other records, purge.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

Custodian
Office of the Registrar; Units
Citations
34 CFR 99.32 - What recordkeeping requirements exist concerning requests and di…
UO Policy III.05.03 Student Records
OAR Predecessors
OAR 166-475-0110 (9) Family Educational Rights and Privacy Act (FERPA) Documents