Grade Reports for Alice Biddle, April and May 1870. Alice Biddle was a member of the Corvallis College Class of 1870, OSU's first graduating class. Many types of student information, including grades, are confidential under state and federal records laws and are exempt from disclosure. [OSU Archives MC-Report Cards.]
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Chapter 2 Records Management — General Information
Confidentiality and Access
Although state records law guarantees citizens rights to public records, state and federal statutes and regulations affect the public's access to certain types of records.
Oregon Revised Statutes (ORS) 192.501 and 192.502 generally exempt from disclosure several categories of records. Those exemptions that pertain to higher education may include tests and examination materials, archeological site and object information, personnel discipline actions, threatened or endangered species information, faculty research, personal privacy information, employee or volunteer addresses and telephone numbers contained in personnel records, workers compensation claim records, and library circulation records.
Oregon Higher Education Law, ORS 351.065, generally restricts access to personnel records maintained by institutions within the Oregon University System for twenty five years. It also guarantees an employee's right to his or her personnel records. Oregon Administrative Rule (OAR) 580-022-0090 prescribes employee information that may be disclosed without the consent of the employee. This information includes:
- Directory information, that is, information generally needed in identifying or locating a named faculty member including such information as is readily found in published documents such as institutional catalogs.
- Objective evidence of a faculty member's academic achievement, limited to information as to the number of credits earned toward a degree or in postdoctoral work, and certificate(s), diploma(s), license(s) and degree(s) received.
- Salary information and the record of terms or conditions of employment.
The Federal Educational Rights and Privacy Act of 1974 (FERPA) and its Oregon equivalent, ORS 351.070(4)(e) restricts public access to most student records and information without consent of the student. However, University officials who have a demonstrated need to know as part of their official duties may have access to relevant student records.
"Directory" information may be released without a student's consent. OAR 576-020-0010 defines OSU directory information to include:
- Student name
- Current mailing address and telephone number
- Current e-mail address (ONID address only)
- Campus office address
- Class standing
- Month and day of birth
- Major field of study
- Full-time or part-time enrollment status
- Status as a graduate teaching assistant or graduate research assistant
- Participation in officially recognized activities and sports
- Dates of attendance
- Degrees and awards received
- Most recent previous educational institution attended
Students may request in writing to the Registrar's Office that all directory information be kept confidential. The restriction remains in effect until revoked by the student even if the student leaves the University or graduates.
Records access and information disclosure are very complex issues. Consequently, this section should not be considered legal advice. When questions arise, there are several sources of guidance:
- Refer questions about disclosure of and access faculty and staff personnel records and information to the Office of Human Resources.
- Refer questions about access to student records to the Office of the Registrar.
- Other questions about record access should be referred to the University Legal Advisor's Office.
