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Registration and Records

STUDENT RECORDS
CHANGE OF STUDENT INFORMATION
Change of local, permanent, and emergency contact addresses; name; or other information affecting the student?s permanent academic record may be completed by currently enrolled students through ARGUS at argus.uwf.edu. Forms are also available through the Office of the Registrar.

DEATH OF A STUDENT
In accordance with the Family Educational Rights and Privacy Act, the University of West Florida?s policy regarding the disposition of records held pertaining to a deceased student state that the privacy interests of an individual expire with that individual?s death.

CONFIDENTIALITY OF STUDENT RECORDS & DIRECTORY INFORMATION
The disclosure or publication of student information is governed by the policies of the University of West Florida and the Board of Education within the framework of State and Federal laws, including the Family Educational Rights and Privacy Act of 1974.

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

  1. The right to inspect and review the student?s education records within 45 days of the day the University receives a request for access.

    A student should submit to the registrar, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
     
  2. The right to request the amendment of the student?s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student?s privacy rights under FERPA.

        A student who wishes to ask the University to amend a record should write the
        University official responsible for the record, clearly identify the part of
        the record the student wants changed, and specify why it should be changed.

    If the University decides not to amend the record as requested, the University will notify the student in writing of the decision and the student?s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
     
  3. The right to provide written consent before the University discloses personally identifiable information from the student?s education records, except to the extent that FERPA authorizes disclosure without consent.

    The University discloses education records without a student?s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel, health staff, and student workers); a person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

    A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the University. Upon request, the University also discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
     
  4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

        Family Policy Compliance Office
        U.S. Department of Education
        400 Maryland Avenue, SW
        Washington, DC 20202-5901

The university may release records without consent, under the following exceptions:

  • ?School officials? with a ?legitimate educational interest?/?need to know;? Employees and legal agents have access to education records in order to perform their official, educationally-related duties.
  • Disclosure to another institution where student seeks to enroll or is enrolled;
  • Disclosure to Department of Education, state/local education authorities;
  • Disclosure in connection with the receipt of financial aid (validating eligibility);
  • Disclosure to state/local officials in conjunction with legislative requirements;
  • Disclosure to organizations conducting studies to improve instruction, or to accrediting organizations;
  • Disclosure to parents of dependent students (IRS definition);
  • To comply with a judicial order or lawfully issued subpoena;
  • Disclosure for a health/safety emergency; and
  • Disclosure of directory information.
  • Disciplinary information (Warner Amendment):
  • Disclosure to the alleged victim, information from disciplinary proceedings;
  • Only when found in violation, and only for crimes of violence?release of name, sanction and outcome (public information); and
  • Disclosure to parents of any student under the age of 21, a violation of federal, state, local or institutional laws/regulations related to substance abuse (Foley Amendment).
  • Veterans Administration officials in response to requests related to VA programs
  • Representatives of Homeland Security for purposes of the coordinating interagency partnership regulating international (CIPRIS)
DIRECTORY INFORMATION
Directory information will be released for public records requests, the Campus Directory, and for other requests, unless otherwise specified by the student. The on line campus directory is available only internally through ARGUS. Students entering UWF will automatically have their address and phone number withheld from electronic publication unless the student indicates otherwise through ARGUS.

Under the provisions of the Family Education Rights and Privacy Act, students have the right to withhold disclosure of directory information. The information listed below has been designated by the University as directory information and will be released or published by the University unless the student has submitted a request for ?non-release? to the University in writing or via ARGUS. Students have the option for supression of directory information from various events (i.e. commencement, etc.) .

Category I
          Name, address, telephone number, dates of attendance, email address.
Category II
  Most recent previous institution attended, major field of study, awards, honors (includes Deans? list), degrees conferred (including dates).
Category III
  Past and present participation in officially recognized sports and activities, physical factors (height, weight of athletes), date and place of birth.
Category IV
  Commencement Program (name and degree at time of graduation).
Category V
  News releases (at time of graduation).

Students may choose to restrict all or a portion of their directory information from the electronic directory by checking:

  1. No restrictions
  2. Suppress all information
  3. Suppress home address only
  4. Suppress home phone only
  5. Suppress home address and phone. (default upon enrollment)

Students who wish to have the privacy flag removed from their permanent academic record must contact the Office of the Registrar in writing or may submit the change on line through ARGUS. NOTE that electronic release of information is separate from other printed and verbal release.

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