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PDFWAC 504-21-030

Education records—Student's right to inspect.

(1) A student has the right to inspect and review his or her education records. A list of the types of education records maintained by the university and the record locations may be obtained by the student at the registrar's office.
(a) For purposes of this chapter the term "education records" means those records, files, documents and other materials which contain information directly related to a student.
(b) The term "education records" does not include:
(i) Records of instructional, supervisory and administrative personnel and educational personnel ancillary thereto which are in the sole possession of the maker thereof and which are not accessible or revealed to any other person except a substitute or the maker's administrator.
(ii) Records of the university police department which are maintained by the law enforcement unit of WSU that were created by the WSU law enforcement unit for the purposes of law enforcement.
(iii) Records made and maintained in the normal course of business which relate exclusively to the person's capacity as an employee and are not available for any other purposes. Records relating to an individual in attendance at the agency or institution who is employed as a result of his or her status as a student are education records and not excepted under this paragraph.
(iv) Records on a student which are created or maintained by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional, acting in a professional or paraprofessional capacity, or assisting in that capacity and which are created, maintained or used only in connection with the provision of treatment to the student, and are not available to anyone other than persons providing such treatment. Such records can be personally reviewed by a physician or other appropriate professional of the student's choice. In addition, health care information may be disclosed if authorized by state law.
(v) Records that contain information about an individual after he or she is no longer a student at that agency or institution.
(2) Recommendations, evaluations or comments concerning a student that are provided in confidence, either expressed or implied, as between the author and the recipient, shall be made available to the student, except as provided in this subsection.
(a) The student may specifically release his or her right to review where the information consists only of confidential letters and recommendations respecting:
(i) Admission to any educational institution, or
(ii) Employment application information and documents filed and maintained at the student's request at the career services office.
(iii) Receipt of an honor or honorary recognition.
(iv) Faculty evaluations and other education records placed in departmental files where the department serves in a placement or referral capacity.
(b) A student's waiver of his or her right of access to confidential statements is valid only if:
(i) The student, upon request, shall be notified of the names of all persons making confidential statements concerning him; and
(ii) Confidential statements shall be used solely for the purpose for which they were originally intended; and
(iii) Such waivers are not required as a condition for admission to, receipt of financial aid from, or receipt of any other services or benefits from the university.
(iv) The waiver is made in writing and signed by the student, regardless of age.
(c) Recommendations, evaluations or comments concerning a student that have been provided in confidence, either expressed or implied, as between the author and the recipient, prior to January 1, 1975, shall not be subject to release to the student. Such records shall remain confidential and shall be released only with the consent of the author of the specific document. Such records shall be used by the institution only for the purpose for which they were originally intended.
(3) Where requested records or data include information on more than one student, the student shall be entitled to receive or be informed of only that part of the record or data that pertains to the requesting student.
(4) Students have the right to obtain copies of their education records. Charges for the copies shall not exceed the cost normally charged by a Washington State University copy center (except in cases where charges have previously been approved for certain specified services, such as transcripts and grade sheets).
(5) The registrar is the official custodian of academic records and therefore is the only official who may issue a transcript of the student's official academic record.
(6) Student education records may be destroyed in accordance with a department's routine retention schedule where the departmental procedure has been approved by the university records officer. In no case will any record which is requested by a student for review in accordance with these regulations be removed or destroyed prior to final disposition of the record request.
[Statutory Authority: RCW 28B.30.150. WSR 09-04-060, § 504-21-030, filed 2/2/09, effective 3/5/09. Statutory Authority: RCW 28B.30.150 and 20 U.S.C. 1232g. WSR 95-07-043, § 504-21-030, filed 3/8/95, effective 4/8/95; Order 77-1, § 504-21-030, filed 5/2/77.]
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