Academic Records Policy

Statement of Philosophy and Policy on Student Records

Sul Ross State University maintains various records concerning students to document their academic progress as well as to counsel effectively with them. In order that the students' rights to privacy be preserved, as well as to conform with federal law, the university has established certain procedures to govern the handling of student records. Federal regulations, as they relate to student records, are governed by the Family Educational Rights and Privacy Act of 1974 (Buckley Amendment). Generally, this act provides that currently enrolled or former students have the right of access to their educational records and the opportunity for a hearing to challenge such records, if necessary, on the grounds that the records are inaccurate, misleading or otherwise inappropriate.

The Office of the Registrar shall be responsible for the proposal, interpretation, enforcement, and publication of general policies and procedures consistent with state and federal laws and guidelines as they relate to the creation, maintenance, use, dissemination and destruction of records of students who are attending or have attended Sul Ross State University, and shall coordinate the development of general policies and procedures with the appropriate university officials listed below. The University maintains a Records Retention Schedule that determines the length of time a record is maintained and the record disposal date. Sul Ross State University considers a "school official" to be a person employed by the university in an administrative, supervisory, academic or research, support staff, student assistant or in a teaching/research assistant position; a person or company with whom the university has contracted as its agent to provide a service instead of using university employees or officials; a person serving on the board of regents,; or a student serving on an official committee, such as a disciplinary or grievance committee or assisting another school official in performing his/her duties. Each type of student record is the responsibility of a designated university official, and only that professional staff member or designee has authority to release the records. The responsible officials are:Note: Names of persons occupying positions listed and locations, may be found in the Campus Directory.

  1. Academic and Admissions Records
    • Dean, School of Arts and Sciences
    • Dean, School of Education and Professional Studies
    • Dean, Agriculture and Natural Resource Sciences
    • Academic Center for Excellence (ACE)
    • Office of the Registrar (Official Custodian of Academic Records)
    • Office of Admissions and Recruiting
  2. Alumni
    • Associate Vice President for Development (Custodian of Permanent Alumni Records)
  3. Business Records (tuition, fees, grants)
    • Office of the Controller (Custodian of Permanent Financial Records)
  4. Career Planning
    • Director of Career Services and Testing
  5. Counseling Records and Test Scores
    • Director of Counseling and Accessibility Services
    • Director of Career Services and Testing
  6. Disciplinary Records
    • Dean of Student Life
  7. Employment
    • Human Resources (Custodian of Permanent Personnel Records
  8. Evaluation for Admission to Graduate Programs
    • Academic Deans, Department Chairpersons or Director of Admissions and Recruiting
  9. Financial Aid
    • Director of Financial Aid(Custodian of Permanent Financial Aid Records)
    • Office of the Controller
  10. Intercollegiate Athletics
    • Athletic Director
  11. Library Materials
    • Librarian Wildenthal Memorial Library
  12. Medical Records
    • Student Health Center
  13. Special Academic Programs
    • Deans, Chairpersons or faculty members in charge of the program
  14. Placement Credentials
    • Director of Career/Life Center (Custodian of Permanent Placement Records) Morgan University Center, Room 211
  15. Traffic and Security Records
    • Director of University Public Safety Briscoe Administration Building, Room 100
  16. Veterans Records
    • Associate Registrar
  17. Student Activities
    • Officers of student organizations
    • Coordinator of Campus Activities

The following is a general guideline regarding the disposal of student records:

  1. only such records as are demonstrably and substantially relevant to the educational purposes of the university shall be generated or maintained;
  2. permanent retention of student records is limited to those records which are of long-range value to the individual, the university or mandated by state or federal guidelines;
  3. all duplicate copies of permanent records, other than those maintained by the custodian of the permanent record and all non-permanent student records shall be maintained only for the minimum period of time required to serve the basic official function of the individual or department generating or maintaining them. Such records shall be destroyed as soon as they are no longer needed, e.g., within one year following graduation or two years after last date of attendance. A student will be granted access to his records prior to their destruction when the student has an unsatisfied request outstanding.