THE COLLEGES AND ACADEMIC DEPARTMENTS WHERE EDUCATION RECORDS ARE MAINTAINED

The University of Arizona is a large university wherein education records are maintained both centrally and peripherally; within a university as large and diverse as The University of Arizona, no list of record keepers or education records can be complete. The University's intent in this compliance manual is to assist students in understanding the types of education records that may be maintained and their location. If students are unable to identify a particular education record or its location within the University, or if the student's College affiliation is unknown, the Office of the Registrar, telephone number (520) 621-3113 should be contacted for assistance.

The following sections of this appendix attempt to identify the types of education records and the record keepers responsible for those records by area and office. This Appendix is offered as a guideline and is not intended to be all-inclusive or complete.

A. Education Records Maintained in the Records Offices of the Colleges

The education records maintained in the Records Offices of the Colleges for their students may include records relating to admissions, transfer credits, academic progress and conduct, faculty data, counseling notes, change of concentration and program materials, degree and status data on students, petitions, limited placement data, and transcript and internal academic record data.

The titles and telephone numbers of the individuals responsible for maintaining student records within the Colleges and programs are listed below:

B. Education Records Maintained in the Academic Departments, Programs, and Schools of the Colleges

The University also has many departments, which deal with academic majors and minors. The departmental offices singularly and collectively maintain education records, which may include limited admissions and transfer credentials, data on academic progress in the area of concentration, faculty recommendations, advisors' comments relating to registration and changes of program, limited placement data, professional examination results, qualifying examination materials, and foreign language proficiency information.

Department chairmen or program/unit directors are the individuals to be contacted for access to these education records.

Related FERPA links

• FERPA Training (web course)
• Student Records Privacy Guidelines, Office of the Registrar
• UA Policies & Procedures
• Family Policy Compliance Office -- U.S. Department of Education
• Protecting the Privacy of Student Records (Guidelines for Education Agencies) -- U.S. Department of Education, National Center for Education Statistics
• FERPA and Campus Safety (From the National Association of College and University Attorneys) -- Office of the General Counsel
• The Family Rights and Privacy Act: 7 Myths - and the Truth -- The Chronicle of Higher Education

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