Dear Student,

Under the Family Educational Rights and Privacy Act (FERPA), WOU is required to annually notify students of their rights with respect to their education records. You (the student) have these rights which are explained in greater detail below.

1. The right to inspect and review the student’s education records within 45 days after the day Western Oregon University receives a request for access. A student should submit to the registrar, dean, head of the academic department, or other academic official a written request that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask Western Oregon University to amend a record should write the University official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the University decides not to amend the record as requested, the University will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. School official; a person employed by the University in an administrative, supervisory, academic, research, student staff or support staff position (including law enforcement personnel and health staff); a person or entity with whom the University has contracted (such as an attorney, auditor, collection agent, software vendor or service provider); a person serving on the University’s Board of Trustees; or a student or volunteer community member serving on an official committee (such as a scholarship, disciplinary or grievance committee) or assisting another school official in performing his or her duties. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the University discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Student Privacy Policy Office

U.S. Department of Education

400 Maryland Avenue, SW Washington, DC 20202

5. FERPA authorizes the University to make public disclosure, upon request, of Student Directory Information. Student Directory Information at Western Oregon University is defined below. Students who request non-disclosure of Student Directory Information prevent the University from releasing any information about the student to anyone other than officials at school(s) in which the student intends to enroll. Such non-disclosure means the University will not release to outside parties (included prospective employers) such information as fact of attendance, degrees or honors earned.

The following is directory information at WOU:

• Student’s full name
• Student’s photograph
• Place of birth
• Local address and telephone number
• Permanent address and telephone number
• Billing address
• Class level (freshman, sophomore, junior, senior, graduate student)
• Degree, major, minor, concentration, or certificate being pursued
• Dates of enrollment
• Degrees, honors, & certificates applied for or awarded (& award date)
• Earned credit hours
• WOU Email Address (subject to restrictions under state law)
• Enrollment status (full-time, half-time, less than half-time)
• Whether a student has applied for graduation
• Participation in official recognized activities and sports
• Height & weight of athletic team members
• Job title and dates of WOU student employment
• Most recent educational institution attended

Provisions of FERPA:

(1) The right to inspect and review your education records.

Students should submit to the Registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The university official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the university official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

(2) The right to request the amendment of your education records to ensure that they are not inaccurate, misleading or otherwise in violation of your privacy or other rights.

Students may ask the university to amend a record that they believe is inaccurate or misleading. They should write the university official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

If the university decides not to amend the record as you requested, the university will notify you of the decision and advise you of your right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to you with the notification.

(3) Consent to disclosures of personally identifiable information contained in your educational records, except to the extent that FERPA and the regulations under it authorize disclosure without consent.

One exception, which permits disclosure without consent, is disclosure to school officials with legitimate education interests. A school official includes a person employed by the university in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel, persons serving on the Crisis Assessment, Response and Education team, and health staff); a person, company, or entity with whom the university has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Education; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her responsibilities. Upon request, the university discloses education records without consent to officials of another school in which a student seeks or intends to enroll. No further notice need be given to students of transfer of records to such other school.

(4) The right to file with the U.S. Department of Education a complaint under 34 CFR Sec. 99.63 concerning alleged failures by the institution to comply with the requirements of FERPA.

The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, D.C. 20202

(5) Obtain a copy of the WOU Student Records Policy

WOU policies elaborate upon or qualify rights in student records to the extent the institution is authorized to do so under law. Copies of the WOU policies may be obtained from the university Registrar’s Office.

In accordance with state and federal law, the university has adopted a policy to govern the gathering, use and disclosure of student records. Under the WOU Student Records Policy, most of the records that the university maintains with regard to a student can be disclosed without a student’s written consent only to the student, to school officials, to sponsors of financial aid (when the student has applied for or received aid), to some government agencies, and to persons issuing lawful subpoenas.

Definition of education records

Education records are those records directly related to a student maintained by the university or by a party acting for the university.

Release of education records

Except as provided in FERPA or other applicable law, the University will not disclose personally identifiable information from a student’s education records unless the student provides a written release containing:

1. What information is to be released
2. To whom the information is to be released
3. The purpose for which it is to be released
4. The student’s signature and the date signed

The University discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel, persons serving on the Critical Incident Response team, and health staff); a person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Education; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the University.

Some records created and maintained by the University, although not covered by FERPA, may be subject to other federal and state statutory disclosure requirements.

Students are requested to provide their Social Security numbers to assist WOU (and organizations conducting studies on behalf of WOU) in developing, validating, or administering predictive tests and assessments; administering student aid programs; improving instruction; internal identification of students; collection of student debts; or comparing student educational experiences with subsequent workforce experiences. When conducting studies, WOU will disclose a Social Security number only in a manner that does not permit personal identification of a student by individuals other than representatives of WOU (or the organization conducting the study for WOU) and only if the information is destroyed when no longer needed for the purposes for which the study was conducted. By providing their Social Security number, students are consenting to the uses identified above. This request is made pursuant to ORS 351.070 and 351.085. Provision of the student’s Social Security number and consent to its use is not required and, if a student chooses not to do so, he/she will not be denied any right, benefit, or privilege provided by law. A student may revoke consent for the use of his/her Social Security number at any time by contacting the Office of the Registrar.

The WOU ID number is an eight-digit number prefaced by a V, randomly generated and assigned at the time of first admission.  The WOU ID number is imprinted on the student’s ID card.  WOU ID numbers will not be released except to the student who comes in person to the Office of the Registrar with photo identification.