Inspection & Amendment Rights
About Your Education Records
affords students who've attended a post-secondary institution the right to inspect and review information in your education record and to request amendment of your education record.
At ²ÊÃñ±¦µä, education records are maintained both centrally and within organizational units across campus. Because the university's organization is complex and diverse, our list below is intended to assist students in understanding the types of education records that may be maintained by the university and where they're most likely located. This information is offered as a guideline and is not intended to be all-inclusive.
If you can't identify a particular education record or determine its location within ²ÊÃñ±¦µä, contact the Office of the Registrar.
Processes & Procedures
If you need to review one of your education records, submit a written request to the ²ÊÃñ±¦µä official who maintains that record (e.g., registrar, dean, academic department chairperson). In the request, identify the records you want to review by indicating the record type, the topic discussed, the creation date or any other relevant information that can help them narrow the request.
The record custodian must respond to your request within a reasonable period of time, but not more than 45 days after you submit the request. If the records are not maintained by the record custodian to whom the request was submitted, the custodian will assist the student in identifying the correct custodian. For information about where certain student education records may be located, see Guidelines for Location of Student Records.
The record custodian will assemble the record(s) you requested and redact any information about other students included in the record(s), then notify you of the time and place where you can inspect the record(s). If the record custodian doesn't know you personally, you'll need to prove your identity by presenting photo identification or other appropriate documentation before you review the record(s).
If the record custodian needs to deny your request, they'll consult with the registrar and then document the reason for the denial in writing.
If you believe information contained in your record(s) is inaccurate, misleading or violates privacy rights, you may ask the university to amend the record(s).
- If the problem stems from a clerical or other processing error, contact the record custodian and follow the established process to affect the necessary corrections.
- If you have a concern about the appropriateness of an awarded grade or other academic determination, you should follow the academic grievance policy and/or appeal process in your college, school or program.
If the desired correction of processing errors is not accomplished through standard channels, or if the requested amendment is not related to processing errors or substantive academic decisions, the following procedure applies.
- The record custodian will review the amendment request and any related documentation you've submitted. The record custodian may request additional information from you to help make a determination.
- Within a reasonable time after they receive your written request, the record custodian will decide whether to grant it.
- If the record custodian grants your request, they will amend the education record and inform you in writing of the action taken.
- If the record custodian denies your request, they shall inform you in writing of the decision and of your right to a hearing on the matter. Additional information about hearing procedures will be provided to you at that time.
If the record custodian denies your request, you have 90 days from the date of the denial to request a hearing. The registrar or an appointee with no direct interest in the outcome of the hearing will serve as hearing officer. The hearing officer cannot review any matter regarding the appropriateness of official grades or other such academic determinations.
The hearing will be conducted according to the following procedures:
- A hearing will be scheduled within a reasonable period of time after you submit your petition. The hearing officer will give reasonable advance notice of the date, time and place of the hearing to all concerned parties.
- The hearing officer will give you an opportunity to present evidence relevant to the contested part of the education record. You may have a representative present at the hearing, but that person cannot participate.
- The hearing officer may receive any evidence and testimony, orally or in writing, relevant to your challenge to the record content. The hearing officer will not be bound by the rules of evidence applicable in courts of law, but they may permit the introduction and receipt of evidence they determine is relevant.
- Within a reasonable period of time, the hearing officer will issue a written decision based solely upon the evidence you presented at the hearing. The hearing officer will provide a copy of the decision, including a summary of the pertinent evidence, to you, the record custodian and the registrar. The hearing officer's decision is the university's final decision.
- If the hearing officer determines that the information in your education record is inaccurate, misleading or otherwise in violation of your privacy rights, the hearing officer will require the record custodian to make the necessary amendments. The record custodian will inform you in writing when the amendment has been made.
- If the hearing officer determines that the information is not inaccurate, misleading or otherwise in violation of your privacy rights, they will inform you in writing of your right to place a statement in the record commenting on the contested information and/or stating why you disagree with the hearing officer's decision. The university must keep your statement with the contested part of the record for as long as the record is maintained, and they must disclose the statement whenever they disclose that portion of the record.
Student Record Locations
Education records maintained by colleges, schools and programs may include records relating to:
- Transfer credits
- Academic progress and conduct
- Faculty data
- Advising notes
- Change of concentration and program materials
- Degree and status data
- Petitions
- Limited placement data
- Transcript and internal academic record data
The titles and telephone numbers of the individuals responsible for maintaining these records are listed below.
| College, School or Program | Record Custodian | Contact Phone |
|---|---|---|
| College of Arts & Sciences | Assistant/Associate Deans | 303-492-5310 |
| Leeds School of Business | Assistant Dean | 303-492-8410 |
| School of Education | Assistant Dean | 303-492-6937 |
| College of Engineering & Applied Science | Assistant Dean | 303-492-7696 |
| Graduate School | Associate Dean | 303-492-7401 |
| College of Media, Communication & Information | Assistant Dean | 303-492-5007 |
| School of Law | Law School Registrar | 303-492-1865 |
| College of Music | Associate Dean | 303-492-6352 |
| Continuing Education & Professional Studies | Records Manager | 303-492-2503 |
²ÊÃñ±¦µä departments often maintain such education records as:
- Limited admissions and transfer credentials
- Data on academic progress
- Faculty recommendations
- Advisors' comments relating to registration and changes of program
- Limited placement data
- Professional examination results
- Qualifying examination materials
- Foreign language proficiency information
Contact the academic department for access to these education records.
Office of ²ÊÃñ±¦µä
Associate Director: 303-492-7037
The Office of ²ÊÃñ±¦µä receives and establishes files containing admissions credentials for new freshmen, transfer, nondegree, readmitted undergraduate students and graduate student processing.
Bursar's Office
Management Staff: 303-492-5381
The Bursar's Office maintains financial records relating to students' and parents' payments (tuition, fees, room, board, miscellaneous charges), third party billings and payments posted to students’ accounts, receipt and disbursement information related to student loans, repayment information for Federal Perkins loans, short term loans and institutional loans, and the application for and issuance of refunds including images copies of demand warrant stubs and student athletes authorization to release refund letters.
Career Services
Director: 303-492-2503
This office maintains records relating career counseling records; testing, career planning and placement credentials for individual students.
Continuing Education
Records Manager: 303-492-5381
The office maintains and archives the central student file for nondegree students and those who take noncredit classes, including the admission application, registration and grading related to independent learning and distance education.
Disability Services
Director: 303-492-8671
Disability Services maintains limited records on those students who have submitted documentation of disability to obtain services and/or accommodations at the university. These education records may include: disability documentation, which may include limited medical information; unofficial advising records; contact notes with/about the student, parents or university personnel.
Office of Financial Aid
Director: 303-492-5091
The Office of Financial Aid maintains records relating to the application for financial assistance, including need and merit analysis, and parent and student income data and personal data, records relating to the denial or awarding of financial assistance, and satisfactory academic progress as it relates to the awarding of federal and state aid.
Herbst Academic Center
The Herbst Academic Center maintains the academic records of those student-athletes who are on the roster of any varsity athletic team recognized by the university.
Department of Housing and Dining Services
Director: 303-492-6871
The Department of Housing and Dining Services maintains records related to requests for and assignment of on-campus housing at ²ÊÃñ±¦µä; dining plans; petitions; room condition reports including damage reports; critical incidents including records on student injury, medical issues or death; correspondence and student activities and programming.
Office of International Education
Education Abroad
Director: 303-492-7741
The office maintains records relating to the participation of students on ²ÊÃñ±¦µä study abroad programs; preliminary advising information; the record of the program(s) applied for and the programs(s) in which the student participates; scholarship data; financial data on the cost of study abroad; academic advising information pertaining to the study abroad program; correspondence while the student is abroad; the original transcript from the host institution.
International Students and Scholar Services
Director: 303-492-2979
The office maintains copies of immigration documents and copies of students’ visas once they are enrolled at ²ÊÃñ±¦µä; employment authorizations for international students of F and J visas; financial support documents and advising notes.
New Student & Family Programs
Director: 303-492-4431
The New Student & Family Programs maintains records on those students who participate in orientation programs related to the College of Arts and Sciences and Leeds School of Business.
Office of the Registrar
Academic Records Manager: 303-492-6907
The Office of the Registrar maintains and archives the central student file, the academic transcript and grading records. This office also maintains student and parent personal data, residency status, registration data, academic program and graduation data.
Reserve Officer Training Corps
These departments maintain education records for the students admitted to the Reserve Officer Training Corps.
- Air Force: 303-492-6449
- Army: 303-492-6495
- Navy: 303-492-2582
Student Academic Success Center
Director: 303-492-1416
The SASC maintains education records on those students who participate in the center's offerings and programs. The records may include information on admission credentials, participation in student services and learning assistance provided to individual students.