Requests for information may come in a variety of forms. A few of the most common scenarios are addressed here, but please reach out to the Registrar if you receive a request that you are unsure of. When in doubt don’t give it out.

Students have a right to inspect their own records. If a student requests to review their record and you have verified the student’s identity you may allow them to see their records. You are not required to give them copies of the record or to allow them to take the records with them.

Parents, guardians, or other individuals with a relationship to the student do not have rights to a student’s education records regardless of their age. FERPA rights transfer to the student when they enroll at WOU even if they are under the age of 18. Though you may disclose directory information, remember you are not required to.

Occasionally someone will request to attend an advising session with a student. A release is required in order to allow a person other than the student to attend an advising session with a student. The student must sign a written release in your presence, and it must have the name of the authorized person, what may be disclosed, and the date of the disclosure. Open-ended releases with no end date are not allowed.

If a law enforcement officer requests information about a student refer them to Campus Public Safety, (503) 838-8481. Our public safety officers have access to the information they need to appropriately manage such requests.

If you were to receive a subpoena, contact the Office of General Counsel, (503) 838-9471.

If you receive a ‘public records’ request for information direct the individual to submit their request to publicrecords@wou.edu.

Students may authorize the release of non-directory information. There are two ways to verify the validity of a release.

1. Verify the student’s identity in person and have them sign the release in front of you.
2. Obtain a signed notarized release.

Students may use the Student Release of Information form. Other forms of written request are allowed. Any student request authorizing release of non-directory information should contain the following:

• What information is to be released (be as specific as possible)
• To whom the information is to be released (name, address)
• The purpose of the release of the information (application for a specific job or admission to a graduate program, for example)
• Student signature and date signed

Note, you must verify the identity of the designee before proceeding with any disclosures authorized in the release.

A release is required in order to allow a person other than the student to attend an advising session with a student. The student must sign a written release in your presence, and it must have the name of the authorized person, what may be disclosed, and the date of the disclosure. Open-ended releases with no end date are not allowed.

Students who request letters of reference or recommendation from Western Oregon University faculty or staff members need to do so in writing. Such letters or statements are most effective if they contain specific information about the student’s academic or work performance; this type of information is private “non-directory” information and cannot be released without the signed written consent of the student, according to the Family Educational Rights and Privacy Act (FERPA) and Western Oregon University Student Records Policy.

A FERPA-compliant authorization to release form is available to students requesting references/recommendations. The student needs to login to the WOU Portal , click “Referral And Recommendation Request”, select their faculty member from the list, and provide authorization.

Just a few simple steps can help keep the student records you maintain secure and private.

• Keep your computer screen private.
• Lock your computer when stepping away.
• Secure documents in a locked cabinet in your office.
• Do not review or display protected records publicly.

In addition to keeping student records secure, you are responsible for retaining them for the period of time established by the state. If you will be leaving the university before the retention period has expired, make arrangements to transfer your records to the department.

Per the Secretary of State Archives Division 475 the institution shall retain student records as follows:

1) records that document the work of the student in the course will be retained for a minimum of one term after completion of the course if the grade is uncontested or until the contested grade is resolved in compliance with 166-475-0110 (8)

2) instructor grade records as defined in 166-475-0110 (18) are retained for 2 years.