Release of Records – University Registrar

Release of Records

Release of Information

Students may authorize the release of non-directory information. To release your information.

  1. Log in to a secure university system and submit a records request.
  2. Appear in person with picture identification and sign the Student Release of Information form in front of the school official you are requesting release your information.
  3. Submit a signed notarized 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

A release is required in order to allow a person other than the student to attend an advising session with a student. Open-ended releases with no end date are not allowed.

Letters of Recommendation

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.

 

Grades

Grades, on assignments and in a class overall, are confidentialInstructors must return graded papers or other assignments must in a manner that protects the anonymity of your grades. It is not acceptable for graded assignments to be handed back or placed in a box for students to rummage through. Grades or evaluations linked to personal identifiers (names, WOU ID numbers, or Social Security numbers) may not be publicly disclosed. Grades or evaluations may be posted only by using randomly generated codes or numbers known only to the instructor and the student. Grade books in online learning management systems must be privately shared between the student and instructor.

We go to great lengths to protect grade information, because it is up to you when to share that information to whom you share it with. Below are ways you can release your grade information.

Family

The rights to your student information belongs to you, not to your parents, guardians, or other family members. Your information is available to you through the university’s online tools.

You may choose to share your information, by logging in to those systems in the presence of a family member to show them your record or you may print that record for them. Some examples of these systems are, Degree Tracks and Wolf Web.

You may not give your login credentials to family, that is a violation of university policy.

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