Lori Meadows
The UMBC Registrar's Office maintains student records, including enrollment records, grades, transfer credits, academic standing, degrees, and student biographic and demographic data. Students have the right to inspect and review their education records, and UMBC adheres to the Family Educational Rights and Privacy Act (FERPA), which allows students to limit the disclosure of their personally identifiable information. While there is no definitive answer to how long UMBC keeps student records, the university maintains multiple offices for record-keeping and allows students to request access within 45 days.
| Characteristics | Values |
|---|---|
| Student record access | Students can access their records within 45 days of submitting a written request to the responsible official of each office that maintains the records |
| Student record copy | Students can obtain copies of their education records at their own expense |
| Student record privacy | UMBC must have written permission from the student to release any information from their education record |
| Student record disclosure | UMBC maintains a record of each request and disclosure of a student's records, except in cases of written consent, disclosures to other UMBC officials, and disclosures in response to a grand jury or law enforcement subpoena |
| Student directory information | Students can request that UMBC not release their directory information to the public, including prospective employers, student loan servicers, and insurance companies |
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What You'll Learn
- Student records are maintained in multiple university offices
- Students can request that UMBC withholds their directory information from the public
- UMBC must have written permission from the student to release information from their education record
- Students can request to inspect their education records
- UMBC adheres to the Family Educational Rights and Privacy Act (FERPA)
Student records are maintained in multiple university offices
The Registrar's Office at UMBC provides online verification of enrollment and degree upon request from a student. Students can also request that UMBC not release their directory information to the public, including prospective employers, student loan servicers, and insurance companies, by following the procedures outlined by the Registrar's Office.
Official transcripts can be sent directly to the student or another recipient with their authorization. The cost of an official transcript is $8.00, payable by credit or debit card. Current students can also view and print their unofficial transcripts at no cost online through myUMBC.
UMBC adheres to the Family Educational Rights and Privacy Act (FERPA), which gives students the option to share or withhold their information. Students are granted the right to inspect and review their education records, except for the financial records of their parents. UMBC also reserves the right to verify the accuracy of any information in official university documents.
The CAA requires programs to describe their policies for retaining student records for completing degree and credentialing requirements. However, the timing and method of retention are not mandated. Programs should consider any state or federal requirements when determining how long to maintain student records.
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Students can request that UMBC withholds their directory information from the public
Students at UMBC have the right to withhold their directory information from the public. This means that UMBC will not release their information to prospective employers, student loan servicers, insurance companies, or other organizations without their explicit consent. To do so, students must follow the procedures and timelines set by the Registrar's Office. This includes completing a "Withholding the Release of Directory Information Form" and submitting it to the UMBC Registrar's Office within the first three weeks of the academic year.
It is important to note that UMBC adheres to the Family Educational Rights and Privacy Act (FERPA), which gives students certain rights regarding their education records. Students have the right to inspect and review their education records, request corrections to inaccurate or misleading information, and withhold their information from being released without their written permission. FERPA also allows UMBC to release information without student consent to certain individuals or organizations with legitimate educational interests, such as UMBC officials, instructors, contractors, consultants, and volunteers.
While students have the right to withhold their directory information, there are some exceptions. UMBC may still release information without consent to accrediting organizations, parents of dependent students, judicial subpoenas, health or safety emergencies, and victims of crimes or non-forcible sex offenses. Additionally, if a student under the age of 21 violates any laws or university policies regarding alcohol or controlled substances, UMBC reserves the right to disclose this information to their parents.
Before choosing to withhold directory information, students should consider the consequences. For example, their name will not be printed in the graduation program, and they will need to personally request verification of enrollment each semester for student loans and insurance purposes.
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UMBC must have written permission from the student to release information from their education record
The Family Educational Rights and Privileges Act (FERPA) provides options for UMBC students to share and/or withhold their information. Students are granted the general right to inspect and review their education records, except for their parents' financial records.
However, UMBC may release information without consent to other UMBC officials, including instructors, contractors, consultants, volunteers, and other parties with whom the University has outsourced institutional services or functions.
UMBC will maintain a record of each request and disclosure of a student's record, except in cases of disclosures with written student consent, disclosures in response to a grand jury or law enforcement subpoena, and other specific circumstances. Students can request to review their records within 45 days, and UMBC will provide access to review and inspect the records.
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Students can request to inspect their education records
Students at UMBC have the right to inspect their education records. This is in accordance with the Family Educational Rights and Privacy Act, or FERPA, which was enacted by Congress in 1974. FERPA applies to any educational institution that receives funding from the US Department of Education. Once a student turns 18 or attends a post-secondary institution, the rights under FERPA transfer from the parent to the student.
UMBC adheres to FERPA, allowing students to inspect their education records, limit the disclosure of personally identifiable information without prior written consent, and view their records within a reasonable time frame, typically no more than 45 days after the request is received. Students can make a written request to the responsible official in the relevant university office, and arrangements will be made for them to review their records in the presence of a staff member.
There are some limitations to the right to inspect records under FERPA. For instance, post-secondary students cannot access their parents' financial records or confidential letters of recommendation included in their files before 1975. Additionally, FERPA does not give individuals the right to take legal action under 42 U.S.C. § 1983 to enforce their rights to inspect. However, students can request amendments to their records if they believe information is inaccurate, misleading, or violates their privacy, and they have the right to a hearing to review the school's decision.
While FERPA provides guidelines, each educational institution may have specific procedures for students to follow when requesting to inspect their education records. At UMBC, students can submit a request through a Help Ticket to the Registrar's Office, which is located on the third floor of the Administrative Building. Students must provide identification, such as a driver's license or Campus ID card, when picking up their records.
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UMBC adheres to the Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, establishes requirements regarding the privacy of student records. UMBC adheres to FERPA, which applies to the university because it receives funding from the U.S. Department of Education.
UMBC has established policies and procedures in compliance with FERPA to protect the privacy of student education records. The university provides students with an annual notice of their rights with respect to their education records, which outlines its compliance with FERPA requirements.
Under FERPA, students at UMBC have the right to inspect and review their education records within 45 days of submitting a written request to the registrar, dean, head of the academic department, or other appropriate official. Students can also request amendments to their records if they believe the information is inaccurate, misleading, or violates their privacy rights. If UMBC decides not to amend the record, the student has the right to a hearing and can file a complaint with the U.S. Department of Education if they believe the university is not complying with FERPA.
FERPA also gives students the right to provide written consent before UMBC discloses personally identifiable information from their education records, except in certain cases where FERPA authorizes disclosure without consent. For example, UMBC may release information to other UMBC officials, including instructors, contractors, consultants, and volunteers, without student consent if it is determined that they have legitimate educational interests.
Additionally, students at UMBC can request that their directory information not be released to the public, preventing its disclosure to prospective employers, student loan servicers, insurance companies, and other organizations without explicit consent. Overall, UMBC's compliance with FERPA ensures that student education records are protected and that students have control over the privacy and release of their information.
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Frequently asked questions
UMBC does not specify how long they keep student records, but they do outline the process for students to inspect and review their education records.
Students are granted the general right to inspect and review their education records, except for the financial records of the student's parents. Requests to review records must be made in writing to the responsible official of each office that maintains the records. UMBC will comply with a request for access within 45 days of receiving the request.
UMBC must have written permission from the student to release any information from their education record. However, UMBC may release information without consent to other UMBC officials, including instructors, contractors, consultants, and volunteers, whom the University has determined to have legitimate educational interests.
