Washington Administrative Code › Title 478 - University of Washington › Chapter 478-140 - Rules and regulations for the University of Washington governing student education records › Section 478-140-018 - Education records - Student's right to inspect

Current through Register Vol. 24-14, July 15, 2024
(1) A student has the right to inspect and
			 review his or her education records except where otherwise provided in this
			 chapter.
(a) The term "education records"
			 means those records, files, documents and other materials which contain
			 information directly related to a student and are maintained by the
			 university.
(b)Types of education
			 records, and the university officials responsible for those records, include,
			 but are not limited to:
(i) Official
			 transcripts of courses taken and grades received, records relating to prior
			 education experience, and admission records. The executive director of
			 admissions and records, whose office is located in Schmitz Hall, is responsible
			 for the maintenance of such records. In addition, the director of graduate
			 admissions, whose office is located in Loew Hall, is responsible for the
			 maintenance of certain admission and current education status records for
			 graduate students, as are the admission directors of the professional schools
			 of dentistry, law, medicine and pharmacy.
(ii) Tuition and fee payment records. The
			 director of the student fiscal services, located in Schmitz Hall, is
			 responsible for the maintenance of such records.
(iii) Student disciplinary records. The vice
			 president for student life is responsible for the maintenance of such
			 records.
(iv) Education records
			 relating to a student's particular field of study may be maintained by the
			 departments and colleges throughout the university. Where such education
			 records are so maintained, the respective chair or dean of the department or
			 college is responsible for maintenance of the records.
(c) The term "education records" does not
			 include:
(i) Any record of instructional,
			 supervisory, administrative or educational personnel which is in the sole
			 possession of the maker thereof and not accessible or revealed to any other
			 person except a substitute. For the purposes of this subsection, substitute
			 means:
(A)A person who is providing
			 instruction in place of or as assistant to the regularly assigned faculty
			 member in a course in which knowledge of the performance of individual students
			 is essential to the provision of instruction, or
(B) A person who is supervising a student's
			 thesis or research progress in place of or as an assistant to the regularly
			 assigned faculty member during a prolonged absence.
(ii) Records created and maintained by the
			 University of Washington police department for the purposes of law enforcement,
			 except that education records created by another university department remain
			 education records while in the possession of the police department.
(iii) Records made and maintained in the
			 normal course of business which relate exclusively to the person's capacity as
			 an employee and are not available for any other purposes; however, records
			 concerning a student who is employed as a result of his or her status as a
			 student (e.g., graduate student service appointments) shall not be considered
			 to relate exclusively to a student's capacity as an employee.
(iv) Health care records on a student that
			 are created or maintained by a health care provider or health care facility in
			 connection with the provision of treatment to the student, and are not
			 available to anyone other than persons providing such treatment, the student,
			 or a health care provider of the student's choice (see also chapter 70.02
			 RCW).
(v) Records of an institution
			 which contain only information relating to a person after that person is no
			 longer a student at the university (e.g., information pertaining to the
			 accomplishment of an alumnus or alumna).