Oregon Administrative Rules › Chapter 583 - HIGHER EDUCATION COORDINATING COMMISSION, OFFICE OF DEGREE AUTHORIZATION › Division 30 - STANDARDS AND PROCEDURES FOR SCHOOLS REQUIRED TO OBTAIN AUTHORIZATION TO OFFER ACADEMIC DEGREES IN OREGON, OR REQUIRED TO ESTABLISH EXEMPTION › Section 583-030-0044 - State Responsibility for Student Records

Current through Register Vol. 63, No. 7, July 1, 2024
Effective January 13, 2015:
(1) Pursuant to OAR 583-030-0035(14),
			 transcripts held by the Commission, an authorized school, or a third-party
			 credential service are permanent and shall never be destroyed.
(2) The state is ultimate custodian of
			 records documenting in transcript form the admission, academic degree credits,
			 and performance ratings of Oregon students enrolled in postsecondary schools
			 that have been authorized by the Commission to offer instruction or related
			 services in or from Oregon leading to degrees that are valid as public
			 credentials. Whenever such transcripts appear to be at risk of damage, loss, or
			 misappropriation, the Commission may direct a school to change its practices in
			 order to safeguard the records, and the school shall comply
			 immediately.
(3) If such an
			 authorized school plans to discontinue operations or is warned by the
			 Commission specifically because of failure to safeguard student records, the
			 school shall promptly furnish to the Commission current transcripts for all
			 past and present students in an electronic format approved by the
			 Commission.
(4) If such an
			 authorized school discontinues operation or has degree authorization revoked or
			 suspended, it may seek Commission permission to place original transcripts in
			 the custody of another authorized school, or a third-party credential service
			 that will continue to issue them on behalf of former students. The Commission
			 may approve another school as custodian or else seek possession of the original
			 transcripts, if necessary by court order.
(5) The Commission may take possession of
			 transcripts from a closing Oregon unit of a non-Oregon degree granting school,
			 if that appears to be the only way to protect Oregon residents who were
			 enrolled at the Oregon unit.
(a) The school
			 shall submit an electronic copy of student transcripts to the Commission when
			 the permanent repository of the transcripts is not the Commission pursuant to
			 OAR 583-030-0061(6)(g)(F)
(b) The
			 school shall provide to the Commission a digital PDF copy of individual student
			 transcripts, with filenames in a format directed by the Commission pursuant to
			 OAR 583-030-0061(6)(g)(G)
(c)
			 Records transferred to the Commission shall be retained permanently. Students
			 may request copies of transcripts by written request on a form provided by the
			 Commission along with a $12.00 application fee. Students will receive one
			 unofficial copy and three official sealed copies. The student may request an
			 official copy be sent to an employer and/or postsecondary school by indicating
			 such on the records request form. Transcripts will not be provided to third
			 party credential services for education verification in compliance with FERPA
			 rules for student protection.
			 20 U.S.C. §
										1232g;  34 CFR Part 99.