Disclosure of Student Education Records and Directory Information
Confidentiality and Release of Information
The confidentiality and security of student educational records are of primary importance to the university. As amended, the Family Educational Rights and Privacy Act (FERPA) of 1974 ensures that eligible students have the right to inspect and review educational records, files and other data; to waive the right of inspection and review of confidential letters and statements of recommendation filed since Jan. 1, 1975; to challenge the content of educational records to ensure that it is not misleading or inaccurate; and to preclude any or all directory information from being released.
Most university discipline records are defined as education records by FERPA and therefore protected from disclosure without written consent of the student. Two exceptions to this are: (1) the outcome of any disciplinary proceeding alleging a sex offense must be disclosed to the accuser, and (2) some records of the Police Department created and maintained solely by that unit are not protected from disclosure by FERPA.
The University of Nevada, Reno is a member of the Nevada System of Higher Education (NSHE). All NSHE students are issued a single student identification number (NSHE ID) for use at all NSHE institutions. Limited personal information is shared by NSHE institutions in accordance with NSHE policies governing security and privacy of student information.
Student access is not permitted to the financial statements of parents; to confidential statements and recommendations filed prior to Jan. 1, 1975; to records that the student has waived the right to inspect; to records of instructional, supervisory and administrative personnel; to records created by a law enforcement unit, for a law enforcement purpose, and maintained by a law enforcement unit; to records that are created and maintained by a physician, psychiatrist, psychologist or other recognized professionals or paraprofessionals acting or assisting in a professional or paraprofessional capacity; or to university records that contain only information relating to a person after that person is no longer a student. Requests for review of educational records are processed within 45 days of submittal. The university does not allow access to, or the release of, educational records or other personally identifiable information without the written consent of the student, and, when in person, verification through picture identification, except that the university must disclose information to students requesting review of their own records and to authorized governmental officials or agencies for audit and evaluation of state and federally supported programs.
The written consent must be signed, dated and should include the birthdate of the student. The written consent must specify the educational records to be disclosed, the purpose or purposes of the disclosure and the party or parties to whom the disclosure may be made.
The university may disclose, without a student's written consent, educational records or other personally identifiable information to full-time university employees having authorized access; to the director of admissions and registrar and/or appropriate officials of another school or school system in which the student intends to enroll; to people or organizations providing student financial aid; to accrediting agencies involved in accrediting functions; 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; to parents of a student whose status as a dependent has been established according to the Internal Revenue Code of 1954, Section 152; to an alleged victim of any crime of violence the results of any institutional disciplinary proceeding against the alleged perpetrator of that crime with respect to that crime; in compliance with a judicial order or lawfully issued subpoena, provided, the university makes a reasonable attempt to notify the student of the order or subpoena in advance of compliance, except if commanded not to do so in a subpoena, if the subpoena has been issued for a law enforcement purpose or by a federal grand jury; to authorized officials in connection with an emergency, if knowledge of the information is necessary to protect the health or safety of a student or other people.
Directory information is considered public and may be released without written consent unless specifically prohibited by the student concerned. Data defined as directory information includes: student name, address, telephone number, email address, major field of study, student participation in officially recognized activities and athletics (including Greek organizations), weight and height measurements for members of athletic teams, dates of attendance, enrollment status (full-, half-, part-time; undergraduate or graduate), degrees and awards received, and the most recent educational agency or institution the student has attended. In general, directory information is not available until each registration period closes.
A student may inquire about restricting the release of directory information by contacting the Office of Admissions and Records, (775) 784-4700.
Each office in which students' financial records are filed maintains a record of requests for the release of personally identifiable information.
Retention and Disposition
The maintenance, retention and disposition of documents relating to student educational records are governed by institutional policy.
A listing of documents and disposition schedules filed in the Office of Admissions and Records includes:
- The permanent academic records of students are retained indefinitely.
- Applications for admission and/or readmission; transcripts issued by other institutions; applications for resident fees; military service documents; undergraduate admission evaluations; advanced standing admission evaluations, including CBAPE, CLEP and ACT-PEP; changes of college, major or advisor; and pertinent correspondence are retained for one year after the student's last date of attendance. In the case of a student who graduates, only the permanent academic record is maintained.
- The admission files of students who do not register, disapproved or incomplete admission files, transcript requests and disciplinary action notices are retained in admissions and records for one year.
University policy prohibits reproduction of transcripts and similar documents issued by other educational institutions.