Oregon Administrative Rules › Chapter 589 - HIGHER EDUCATION COORDINATING COMMISSION, OFFICE OF COMMUNITY COLLEGES AND WORKFORCE DEVELOPMENT › Division 4 - STUDENT RECORDS › Section 589-004-0200 - Student Record Policies to be Adopted by a Community College Board of Education

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
			 Each community college shall adopt a policy regarding how the college meets the
			 requirements of OAR 589-004-0150  through 589-004-0750. The policy shall
			 include:
(a) How the agency or institution
			 informs students of their rights, in accordance with these rules;
(b) How a student may inspect and review
			 education records under OAR 589-004-0250, including at least:
(A) The procedure the student must follow to
			 inspect and review the records;
(B) With an understanding that it may not
			 deny access to education records, a description of the circumstances in which
			 the agency or institution believes it has a legitimate cause to deny a request
			 for a copy of those records;
(C) A
			 schedule of fees, if any, to be charged for copies; and
(D) A list of the types and locations of
			 education records maintained by the agency or institution, and the titles and
			 addresses of the officials responsible for the records.
(c) How a college notifies students about
			 information requirements, including the use of social security numbers, in
			 relation to the extension of credit in the form of student loans and deferred
			 tuition payments in accordance with OAR 589-004-0400(6);
(d) A statement that personally identifiable
			 information will not be released from an education record without the prior
			 consent of the student, except under one or more of the conditions described in
			 OAR 589-004-0500;
(e) A statement
			 indicating whether the community college has a policy of disclosing personally
			 identifiable information under OAR 589-004-0500, and if so, a specification of
			 the criteria for determining which parties are education officials and what the
			 college considers to be a legitimate educational interest;
(f) A statement that a record of disclosures
			 will be maintained as required by OAR 589-004-0750, and that a student may
			 inspect and review that record;
(g) A specification of the types of
			 personally identifiable information the college has designated as directory
			 information;
(h) A statement that
			 the college permits a student to request correction of the student's
			 educational records and to amend that record under OAR 589-004-0250, and to
			 obtain a hearing under OAR 589-004-0350;
(i) A statement regarding the college's
			 policy on maintaining permanent records on students. Permanent records may, but
			 need not, include the:
(A) Name of college;
(B) Full name of student;
(C) Student birth date;
(D) Date of entry into the college;
(E) Name of school or college
			 previously attended;
(F) Subjects
			 taken;
(G) Assessment of student
			 work in those subjects;
(H)
			 Credits earned;
(I) Date of
			 withdrawal from college;
(J)
			 Social security number, subject to subsection (1)(i) of this rule and OAR
			 589-004-0400; and
(K) Such
			 additional information as the college may prescribe;
(j) A statement that the college will request
			 the social security number of a student and will include the social security
			 number on the permanent student record only if the student agrees to the
			 request, under conditions described in OAR 589-004-0400;
(k) A statement that the college provides for
			 the retention of permanent records in a manner secure from accidental
			 destruction or intentional tampering;
(l) A statement that the college maintains
			 records of disclosure of student information in accordance with OAR
			 589-004-0750; and
(m) A statement
			 that upon receipt of a request for the transfer of education records from
			 another school or institution of postsecondary education where the student
			 intends to enroll, the college shall:
(A)
			 Make a reasonable effort to notify the student at the student's last known
			 address, unless the disclosure was either initiated by the student or the
			 college has a policy that includes a notice as prescribed under subsection (a)
			 of this section that the college will forward education records without prior
			 notice to another school or institution of postsecondary education where the
			 student intends to enroll; and
(B)
			 Give the student, upon request, a copy of the records as provided under OAR
			 589-004-0250  and the opportunity to request a hearing as provided under OAR
			 589-004-0350.