Article 3, Part 6 – Student Records – Guidelines and Regulations Governing Access and Release

§ 3-609 Release of Student Information and Academic Records by the Office of the Registrar

1. To Agencies or Persons outside the University
   The following policies and procedures govern the release of student information by the Office of the Registrar to persons outside the university
   1. The university may release information concerning current or former students that appears in directories and publications available to the public without the student’s consent except when requested by the student to hold such information confidential. For currently enrolled students, this information includes the student’s name; addresses; telephone numbers; University Identification Number; college, curriculum, and major field of study; class level; date of birth; dates of attendance and full- or part-time status; eligibility for membership in registered university honoraries; degrees, honors, and certificates received or anticipated; for students appointed as fellows, assistants, graduate, or undergraduate hourly employees, the title, appointing department, appointment dates, duties, and percent time of appointment; weight and height if the student is an athletic team member; participation in officially recognized sports; and institutions previously attended. For former students, this information may include the student’s name; date of birth; last known addresses and telephone numbers; University Identification Number; college, curriculum, and major field of study; dates of attendance and full- or part-time status; class level; honors, certificates, or degrees earned at the university and the date(s) conferred; weight and height if the student was an athletic team member; participation in officially recognized activities and sports; and institutions previously attended.
   2. Transcripts are released only by written request to whomever a student or former student designates.
   3. Upon written authorization of the student concerned, individuals may view a student’s records in the Office of the Registrar or may have the information sent to them. A document, signed by the student, listing the University of Illinois Urbana-Champaign as a reference, is considered written authorization.
   4. The Registrar may release student academic information to organizations conducting studies for, or on behalf of, educational agencies or institutions for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and improving instruction. Such studies must be conducted in such a manner as will not permit the personal identification of students and their parents by persons other than those conducting the study, and such information must be destroyed when no longer needed for the stated purpose.
   5. The Registrar may release student academic information in the support of financial assistance without the student’s written consent.
   6. Copies of student records will not be provided to parents without the student’s prior written consent; however, parents of a dependent student, as defined in section 152.f of the Internal Revenue Code of 1954, may be granted access to the student’s record without such consent under the following procedures. Any parent who in writing states that they are the parent of a student who was claimed as an exemption at the time of the filing of the last federal income tax statement may be sent a copy of the student’s transcript upon verification of their most recent Federal Income Tax return and payment of the regular fee.
2. To Agencies or Persons within the University
   1. All requests to the Division of Management Information or the Office of the Registrar from individuals, departments, and/or groups of departments, except the offices of the President, the Vice-Presidents, the Chancellor, or Bureau of Institutional Research, for data based on confidential records of students in a particular college, must first be cleared through the appropriate college office.
   2. Requests involving students in more than one college must be cleared through the Registrar.
3. Grade Reports
   Final grades for each semester and winter session are made available to all students.
4. Credentials Presented from Other Sources
   All academic credentials presented to the University of Illinois become the property of the university and are not subsequently released to the student or to another individual or institution.