In cases where disciplinary matters are brought before the Discipline Committee, members of the committee may have access to the files. The Associate Director, Administration and Support, is responsible for maintaining these records. Access is limited to department staff. Financial Aid Office maintains all aid applications, supporting financial documents, loan records, and academic progress records for students who applied for aid. The Financial Aid Office is required by federal law to keep these records five years or until loans are paid in full.
Access is limited to authorized educational personnel and auditors as required by federal law.
Access for any other individual requires written permission of the student. Graduate Office maintains copies of correspondence, transcripts, application for admission, letters of acceptance, assistantship appointment forms and contracts, progress reports, grade reports, special course request forms, reports of advisory committees, records of degree completion for current and past M.S.T., M.S. and Ph.D. students. These files are designed to assist in advising and checking degree progress. The Dean of Graduate Studies is responsible for maintaining the files. Access is limited to the Dean, clerical staff, graduate academic advisors, academic department chairs, research supervisors and graduate employment supervisors.