Supplemental Policy on Student Records

University of Missouri System Collected Rules and Regulations 180.020, Bd. Min. 6-10-59, p. 15,059; Bd. Min. 2-28-75; Amended 3-18-77; Bd. Min. 5-24-01; Amended 7-24-09; Amended 12-7-12.

The purpose of this policy statement is to set forth the guidelines governing the protection of the privacy of student records and to implement the Family Education Rights and Privacy Act of 1974. (Buckley Amendment: Pub. L 93-380, as amended).

Notification

The University of Missouri shall inform its eligible students annually, by including in the “M” Book and Schedule of Courses, the following information:

  1. “Education Records” are those records, files, documents and other materials which contain information directly related to a student and maintained by the University of Missouri. Those records made available under the Family Educational Rights and Privacy Act of 1974 are student financial aid, the student’s cumulative advisement file, disciplinary records, the admission file and the academic record.
  2. The Director of Financial Aid, the appropriate academic dean, the Vice-Chancellor for Student Services, and the University Registrar are the officials responsible for the maintenance of each type of records listed in paragraph 1.
  3. University of Missouri students will have access to educational records identified in paragraph 1 and in accordance with the Family Educational Rights and Privacy Act of 1974, the University of Missouri will not make available to students the following materials:
    • Financial records of the parents of the students or any information contained therein.
    • Confidential letters and statements of recommendations which were placed in the education records prior to January 1, 1975, if such letters or statements are not used for purposes other than those for which they were specifically intended.
    • Confidential recommendations respecting admission to the University, application for employment and receipt of an honor or honorary recognition, where the student has signed a waiver of the student’s rights of access.
  4. University of Missouri “Education Records” do not include:
    • Records of instructional, supervisory and administrative personnel and educational personnel ancillary there to which are in the sole possession of the maker thereof and which are not accessible or revealed to any other person except a substitute.
    • The records and documents of the University of Missouri Police Department that are maintained solely for law enforcement purposes and are not available to persons other than law enforcement officials of the same jurisdiction.
    • In the case of persons who are employed at the University of Missouri but who are not in attendance at the University of Missouri, records made and maintained in the normal course of business which relate exclusively to such person and that person’s capacity as an employee where the records are not available for any other purpose.
    • All records on any University of Missouri student which are created and maintained by a physician, psychiatrist, psychologist, or other recognized professional or para-professional acting in his/her professional or para-professional capacity, or assisting that capacity, and which are created, maintained, or used only in connection with the provision of treatment to the student, and are not available to anyone other than persons providing such treatment, provided, however, that such records can be personally reviewed by a physician or other appropriate professional of the student choice.
  5. Any student may, upon request, review his/her records and if erroneous information is included therein, may request the expunging of such information from his/her file. Such erroneous information will then be expunged upon authorization of the official responsible for that file.
  6. University of Missouri students desiring to challenge the content of their record may request an opportunity for a hearing to challenge the content of such student’s educational record in order to insure that the records are not inaccurate, misleading, or otherwise in violation of the privacy or other rights of such student, and to provide an opportunity for the correction or deletion of any such inaccurate, misleading or otherwise inappropriate data contained therein and to insert into such records a written explanation respecting the content of such records. The University official charged with custody of the records will attempt to settle informally any disputes with any student regarding the content of the University’s educational record through informal meetings and discussion with the student. (See “Formal Proceedings” below).
  7. The University of Missouri considers ―Directory Information/Public Information to mean a student’s name, address, e-mail address, telephone listing, major field of study, participation in officially recognized activities and sports, dates of attendance, degrees and awards received, the most recent previous educational agency or institution attended by the student, student level, and full- or part-time status.
  8. The University shall give public notice of the right of a currently enrolled student to refuse to permit the release of “Directory Information/Public Information” without the written consent of the student. Refusing to permit the release of “Directory Information/Public Information” means the restricting of ALL information listed in Paragraph 7.
  9. The University may disclose Directory Information/Public Information from the records of an individual no longer in attendance at the University unless the individual refused to permit the release of that information while in attendance.
  10. The University of Missouri will provide grade reports to students via MyZou. The Student Center is the main page for student functionality within myZou. Students can print grade reports from their student center by logging onto myZou. From the main page of the student center you can print grade reports for each term by accessing Academic History>Grades. For questions on how to print grade reports, contact the Office of the University Registrar at 573-882-7881.
  11. The University of Missouri may permit access or release the educational records without the written consent of the students to the parents of a dependent student as defined in Section 152 of the Internal Revenue Code of 1954.
  12. If any material or documents in the educational record of a student includes information on more than one student, the student may inspect and review only such part of such material or document as relates to him/her or to be informed of the specific information contained in such part of such material.
  13. Students desiring reproductions of copies of educational records will be charged at the rate of $0.25 per copy.

Formal Proceedings

Upon the request of the student or University official charged with custody of the records, a hearing shall be conducted.

  1. The request for a hearing shall be submitted in writing to the campus Chancellor who will appoint a hearing officer or a hearing committee to conduct the hearing.
  2. The hearing shall be conducted and decided within a reasonable period of time following the request for the hearing. The parties shall be entitled to 10 days prior written notice of the time and place of the hearing.
  3. The hearing shall be conducted and the decision   rendered by an appointed hearing official or officials who shall not have direct interest in the outcome of the hearing.
  4. The student shall be afforded a full and fair opportunity to present evidence relevant to the hearing.
  5. The decision shall be rendered in writing within a reasonable period of time after the conclusion of the hearing. A copy of this decision and any other supportive materials shall become a part of the educational record.
  6. Either party may appeal the decision of the hearing official or officials to the campus Chancellor. Appeal from the Chancellor’s decision is to the President. Appeal from the president is to the Board of Curators.