Student Guide

Student Records

Introduction

In general, all students have the right to personally review their own educational records for information and to determine the accuracy of these records. Parents of dependent students, as defined by the Internal Revenue Service, have these same rights. A photo identification or other equivalent documentation, or personal recognition by the custodian of record will be required before access is gained.
The University of Florida assures the confidentiality of student educational records in accordance with University Rules, state statutes, and the Family Educational Rights and Privacy Act of 1974.

Exception to Access Rights

Students do not have access to:

  1. personal notes of administrative, faculty or supervisory personnel which are not accessible to or revealed to other parties;
  2. financial information of parents;
  3. confidential letters of recommendation placed in files before January 1, 1975, or those where the student has waived right to access; or
  4. medical psychiatric or psychological data recorded by professionals or paraprofessionals solely for their own use in treatment of the student: however, such records can be reviewed by a physician or other appropriate professional of the student’s choice.

Student Consent Prior to Records Release

Student educational record information will not be transmitted to third parties outside the university without the student’s
written consent, with the following exceptions:

  1. Directory information. Student’s name, local/permanent address and e-mail address, telephone listing, academic major, dates of attendance, degrees received, participation in officially recognized activities, and sports, weight and height of athletic team members. This information will be released to anyone requesting it. However, the above-cited information will not be released if a student completes and returns a “Restriction of Directory Information” form, available through the Office of the University Registrar.
  2. To parents if the student is financially dependent upon the Parent (IRS code definition). The burden of identifying such dependency rests with the student or parent.
  3. Information concerning application for or receipt of financial aid, which may be released to official agencies involved in decisions on aid allocation.
  4. Information released to University officials with a legitimate educational interest.
  5. Information required by federal or state agencies as specifically provided by law.
  6. Information released in compliance with lawful subpoenas. Reasonable attempts to notify students will be made prior to such compliance with the subpoena by a certified letter preferably, or by personal or telephone contact in emergency situations.
  7. Information needed in connection with an emergency to protect the health or safety of the student or other persons, as authorized by Department of Education regulations.
  8. Information pertaining to student judicial hearings may be released to victims, when required to do so by law.

Procedures for Access to Review Records

Students are provided a full and fair opportunity to present evidence to show that records contain inaccurate, misleading, or otherwise inappropriate information, and to facilitate prompt corrective action where justified. Requests for review should be made in writing to the dean, director or department chairperson responsible for maintenance of the records sought. Positive identification of the student will be required prior to granting access to the records. Review of records will be made in the presence of a University official. An explanation or interpretation will be given with respect to any record.

Procedures for Challenging Content

Disputes should be resolved by informal meetings of the records custodians and the student (or parent) concerned. The University of Florida Student Grievance Procedure will be used, if other informal methods fail, in all cases except instances where grades are alleged to be unfair. The University’s official student grievance procedure, 6C1-4.012, can be found on the Office of the General Counsel’s website at www.generalcounsel.ufl.edu/Rules/Chapter%204/4012.pdf

Appeals of unfair grades should be made first to the professor, next to the student’s academic advisor, then to the department chairperson and finally to the College Dean, if necessary. Grade appeals alleging unfairness may also be made to the University Ombudsman in the Office of Academic Affairs. Solutions to disputes are documented in a student’s records by the University official involved. On issues requiring a formal hearing, a record of the hearing will be placed in the student’s file.