Washington Administrative Code › Title 478 - University of Washington › Chapter 478-140 - Rules and regulations for the University of Washington governing student education records › Section 478-140-024 - Education records-Release

Current through Register Vol. 24-14, July 15, 2024
(1) The
			 university shall not permit access to or the release of education records or
			 personally identifiable information contained therein, other than "directory
			 information" (as defined in subsection (5) of this section), without the
			 written consent of the student, to any party other than the following:
(a) University staff and faculty, and
			 students when officially appointed to a faculty council or administrative
			 committee, when the information is required for a legitimate educational
			 interest in support of the university's mission of education, research and
			 public service and within the performance of their responsibilities to the
			 university. The use of such information will be strictly limited to the
			 performance of those responsibilities.
(b) Authorized representatives of the
			 comptroller general of the United States, the Secretary of the U.S. Department
			 of Education, or state or local authorities requiring access to education
			 records, in connection with the audit or evaluation of a federally or
			 state-supported education program or in connection with the enforcement of the
			 federal or state legal requirements which relate to such a program.
(c) Agencies or organizations requesting
			 information in connection with a student's application for, or receipt of,
			 financial aid if the information is necessary to determine:
(i)
(A)
			 Eligibility for financial aid;
(B)
			 The amount of financial aid; or
(C)
			 The conditions for financial aid;
(ii) Or, enforce the terms and conditions of
			 financial aid.
(d)
			 Organizations conducting studies for or on behalf of the university or
			 educational agencies or institutions for purposes of developing, validating, or
			 administering student aid programs, or improving instruction or student
			 services, if such studies are conducted in such a manner as will not permit the
			 personal identification of students or their parents by persons other than
			 representatives of such organizations, and such information will be destroyed
			 when no longer needed for the purposes for which it was provided.
(e) Accrediting organizations in order to
			 carry out their accrediting functions.
(f) Any person or entity designated by
			 judicial order or lawfully issued subpoena, or as a consequence of the
			 university initiating legal action against a parent or student, upon condition
			 that the university makes a reasonable effort to notify the student of all such
			 orders or subpoenas or of its intent to release records in advance of
			 compliance or release, unless directed otherwise by the court issuing the
			 subpoena. Any university individual(s) or office(s) receiving a subpoena or
			 judicial order for education records should immediately notify the attorney
			 general's division.
(g) Alleged
			 victims of a crime of violence or a nonforcible sexual offense requesting the
			 final results of disciplinary proceedings conducted by the university under its
			 student conduct code against the alleged perpetrator of such crime with respect
			 to such crime.
(h) To others, the
			 final results of a disciplinary proceeding when, at its discretion the
			 university believes that disclosure will serve a legitimate educational
			 interest, and determines through a disciplinary proceeding conducted under its
			 student conduct code that the alleged student perpetrator committed a crime of
			 violence or a nonforcible sexual offense that is a violation of the
			 university's rules or policies with respect to such crime or offense. For
			 purposes of this subsection, "final results" means the name of the student
			 perpetrator, the violation committed, and any sanction imposed by the
			 university on that student. Names of other students involved in the violation,
			 such as a victim or witness, will be released only with the written consent of
			 that other student or students.
(i)
			 For the purpose of (g) and (h) of this subsection, a "crime of violence" means:
(i) An offense that has an element the use,
			 attempted use, or threatened use of physical force against the person or
			 property of another, or
(ii) An
			 offense that is a felony and that, by its nature, involves a substantial risk
			 that physical force against the person or property of another may be used in
			 the course of committing the offense.
(j) Victims alleging a sexual offense shall
			 be notified of the outcome of disciplinary proceedings through the student
			 conduct code (chapter 478-121 WAC).
(k) Officials of another institution of
			 postsecondary education where the student seeks to enroll; the university shall
			 provide the student a copy of the records released.
(l) Officials of another postsecondary
			 institution or educational agency in which the student is enrolled or from
			 which the student receives services when there is a legitimate educational
			 interest.
(m) State or local
			 officials or authorities, if a state statute adopted before November 19, 1974,
			 specifically requires disclosures to those officials and authorities. The
			 university may limit the number and type of officials to whom disclosure will
			 be made under this subsection.
(n)
			 A parent of a minor student or a nonminor dependent student, as defined in the
			 Internal Revenue Code and upon submission of a copy of the most recent Internal
			 Revenue Service annual tax return showing the student as a dependent.
(o) When, at its discretion, it believes that
			 disclosure will serve a legitimate educational interest, the university may
			 release to a parent or legal guardian of a student, information regarding that
			 student's violation of any federal, state, or local law, or of any rule or
			 policy of the university, governing the use or possession of alcohol or a
			 controlled substance if:
(i) The student is
			 under the age of twenty-one, and
(ii) The university determines that the
			 student has committed a disciplinary violation with respect to such use or
			 possession.
(p)
			 Appropriate persons in connection with an emergency if knowledge of the
			 information is necessary to protect the health or safety of the student or
			 other individual(s).
(q)
			 Appropriate persons for whom information about the student's
			 university-sponsored student health insurance status is necessary to protect
			 the welfare of the student (e.g., to pay premiums, provide medical treatment,
			 process claims).
(r) For deceased
			 students, members of the family or to other persons with the approval of the
			 family or representatives of the estate. The request for education records must
			 be accompanied by a copy of the death certificate or obituary. Absent approval
			 from the family or representative of the estate, directory information only
			 will be released to persons upon request.