Ohio Administrative Code › Title 3337 - Ohio University › Chapter 3337-4 - Policies › Section 3337-4-05 - Ohio university student records policy

Current through all regulations passed and filed through July 1, 2024
(A) Underlying principles. Ohio university's
			 commitment to its educational mission and to the students and society it is
			 obligated to serve demands that it maintain various records.-No education
			 records will be maintained that are not directly related to the basic purposes
			 of the university. All policies and practices governing the collection,
			 maintainance, review, and
			 release of records will be based upon the principles of confidentiality and the
			 student's right to privacy,, consistent with the Family Educational Rights and
			 Privacy Act of 1974. This policy shall govern the collection, maintenance,
			 review, and release of student records on the Athens and regional campuses of
			 Ohio university. A "student'' is herein defined to mean any person for whom the
			 university maintains education records or personally identifiable information,
			 but does not include a person who has not been in attendance at the university
			 or any of its regional campuses.
(B) Types of records. The university
			 recognizes two general types of records: education records and unofficial
			 records.
(1) Education records. "Education
			 records" are defined as those records, files, documents, and other materials
			 which contain information directly related to a student, and which are
			 maintained by the university, or by a person acting for the university.
			 Education records shall be subject to the principles regarding collection,
			 maintenance, review, and release which are described below:
(a) Education records include, but are not
			 limited to, the following: Admissions records maintained by the office of
			 admissions and the graduate college office. The director of admissions or the
			 dean of the graduate college are the official custodians of these
			 records:
(b) Academic records
			 maintained by the dean of the student's college; academic departments; the
			 office of registration; student records and scheduling; and the extension
			 division. The registrar; the deans of the colleges, or the chairpersons of the
			 departments are the official custodians of these records.
(c) Disciplinary records maintained by the
			 university judiciaries. The assistant director of legal affairs is the official
			 custodian of these records.
(d)
			 Financial aid and student employment records maintained by the office of
			 student financial aids and scholarships. The director of the office of student
			 financial aids and scholarships is the official custodian of these
			 records.
(e) Placement records
			 maintained by the placement and internship service office. The director of
			 placement and internship service is the official custodian of these
			 records;
(f) Housing records,
			 including contract and lease agreements, maintained by the housing office. The
			 director of housing is the official custodian of these records;
(g) Financial records by offices which
			 initiate, collect, and record fees assessed and paid; and,
(h) Any and all other records not
			 specifically designated as unofficial records,  paragraph (B)(1)(b) maintained by a
			 university office or agency as essential to fulfilling the basic purpose and
			 responsibility of the office or agency. The university official responsible for
			 that office or agency is the official custodian of these records.