Release of Student Information
Granting and Getting Access to Student Information
Most information concerning a student's academic record is considered confidential and is not released to anyone without the student's written authorization. The federal Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records, one of which is the right toprovide written consent before the University discloses personally identifiable information other than "directory information" from the student's education record. See Release of Student Information below for a full statement of the OU FERPA policy.
Students can grant access to their OU records in these ways:
- Students can authorize the release of their education record information to a third party on either a one-time or an on-going basis. Authorizations for release of information on an on-going basis will remain valid for one year following the student’s last enrollment at the University of Oklahoma or until canceled in writing by the student at any time.
Student Permission to Release Education Record Information Form
Concurrent High School Student Permission to Release Education Record Information Form
- Students can authorize access to their Bursar account through the Pay Bill link on the oZONE home page. They click on “Authorized Users” and then click “Add Authorized User” to grant access to their account and enter the user’s email address. The authorized user will receive two emails confirming access authorization and log-in instructions. Afterwards, email notifications are sent when a new eBill is ready for viewing.
- Students can authorize the Financial Aid Services Office to release information regarding their student financial aid records through that office’s OU Financial Aid Services Release Form (PDF).
- Students can consent to the release of documents associated with a record of an admonition or violation of the Academic Integrity Code filed with the Office of Academic Integrity Programs through that office’s Request for Release of Information form (PDF).
- Students can provide consent to the disclosure of educational records maintained by the Student Affairs Student Conduct Office through that office’s Authorization of Release of Information form (PDF).
- Students can authorize OU Health Services to release their health information records through that office’s Release for Medical Records Authorization form (PDF).
- Students can authorize any OU faculty/staff member to include personally identifiable education record information in letters of recommendation through the Open Records Office’s Letter of Recommendation Authorization form (PDF). Students provide the faculty/staff member with this form, and the faculty/staff member should keep it on file as documentation that the student authorized the release of their information.
- Student can authorize the Open Records Office to release transcript, student and academic conduct records, campus police, housing, student employment, financial aid, and bursar information through that office’s FERPA Release form (PDF).
- Students in University College can provide consent to the disclosure of their academic standing through that College’s FERPA Release form.
- Students in Price College of Business can authorize the release of confidential information through that College’s Student Release of Student Records form.
- Students living in University Housing can provide consent for Housing to disclose protected student information by completing the release section of the Housing contract.
Parental Access to Student Education Records
Parents of a dependent student may have access to grades and other confidential academic information under guidelines provided in the Family Educational Rights and Privacy Act of 1974. Access to this information is limited to parents who claim the student as an exemption on their federal income tax return.
Parental Access to Student Education Records Form
The Family Educational Rights and Privacy Act of 1974 (FERPA), also known as the Buckley Amendment, affords students certain rights with respect to their education records. These rights include:
- The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.
A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
A student who wishes to ask the University to amend a record should write the University official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the University decides not to amend the record as requested, the University will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to provide written consent before the University discloses personally identifiable information other than "directory information" from the student's education records, except to the extent that FERPA authorizes disclosure without consent.
Directory information, which may be disclosed without consent, includes: Student’s name, local and permanent addresses, email address, telephone number, college, major, classification, current enrollment status, participation in recognized student activities and sports, dates of attendance, degrees and awards received and dates of receipt, posting of individual student grades and interim class evaluations provided the information is identified by code numbers and does not identify the student, and anticipated date of graduation based on completed hours.
Directory Information Hold Form (PDF) and submitting it to the Office of Academic Records, 1000 Asp Avenue, Buchanan Hall room 230. The hold will: block the student's name, address and email address from the OU webite directory; prevent the release of attendance, withdrawal or graduation information, even after the student leaves the university (unless the student submits a written authorization to release it); and prevent the university from releasing contact information. For students who withhold directory information, University officials are prohibited from releasing any form of information without a written release from the student. The University requires this release before it will verify employment, enrollment or the status of students who make applications for employment, auto loans, good student discounts, apartment leases, etc.
Without a directory hold, any member of the public, including individuals, organizations and vendors, may obtain student directory information for purposes such as advertising and solicitation.
A student cannot place a hold on a portion of the information. A student can place a directory hold at any time. However, in order for information to be withheld from the printed directory, if a printed directory is produced, the directory hold must be on file by the end of the second week of the fall semester.
The University discloses education records without a student’s prior written consent under the FERPA exceptions: disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement personnel and health staff); officials of schools to which the student seeks to transfer; the Comptroller General of the United States, the HEW Secretary, the administrative head of an educational agency, or State educational authorities; in connection with the student's application for, or receipt of, financial aid; State and local officials or authorities to which such information is specifically required to be reported under the State statute and adopted prior to November 19, 1974; organizations or educational agencies conducting legitimate research, provided no personal identifiable information about the student is made public; accrediting organizations; parents of a dependent student upon proof of dependency (exclusive of international students); in connection with an emergency when such information is necessary to protect the health or safety of the student or other persons, and to comply with a judicial order or lawfully issued subpoena.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA.
The name and address of the Office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5901