AR 5045: Student Records: Challenging Content and Access Log

Challenging Content
Any student may file a written request with the college registrar to amend his/her/their student records that the student alleges to be:

  • Inaccurate
  • Misleading; or
  • In violation of the student’s rights of privacy

Within 14 business days of receiving a request to amend a student’s record, a decision will be made on whether to amend the record as requested. If the registrar decides not to amend the record, the registrar will inform the student of the decision and his or her right to a hearing. If requested, the college will provide the student with an opportunity for a hearing to challenge the content of the student’s education records on the grounds that the information contained in the education records is inaccurate, misleading, or in violation of the privacy rights of the student.

A hearing will be held within 21 business days of receiving the student’s request. The student will be given notice of the date, time, and place of the hearing 7 days in advance. The hearing officer will be a college official who does not have a direct interest in the outcome of the hearing. The college will provide the student with a full and fair opportunity to present relevant evidence. At the student’s own expense, an individual(s) of the student’s own choice, including an attorney, may assist or represent the student at the hearing. The college will provide a written decision within 10 business days after the hearing. The decision will be based solely on the evidence presented at the hearing and will include a summary of the evidence and the reasons for the decision.

If, as a result of the hearing, the college decides the information is inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it will amend the record accordingly and inform the student of the amendment in writing.

If, as a result of the hearing, the college decides the information in the education record is not inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it will inform the student of the right to place a statement in the record commenting on the contested information or stating why they disagrees with the decision of the agency or institution, or both.

If the college places a statement in the student’s education records, the registrar’s office will maintain the statement with the contested part of the record and will disclose the statement whenever it discloses the contested portion of the record.

Access Log
A log or record shall be maintained for each student's record that lists all persons, agencies, or organizations requesting or receiving information from the record and their legitimate interests. The listing need not include any of the following:

  • Students seeking access to their own records;
  • Parties to whom directory information is released;
  • Parties for whom written consent has been executed by the student;
  • Officials or employees having a legitimate educational interest.

The log or record shall be open to inspection only by the student and the registrar, and to the comptroller general of the United States, the secretary of education, an administrative head of an education agency, and state educational authorities as a means of auditing the operation of the system.

Approval: 8/11/1998
Revised: 9/23/2008, 9/22/2009, 4/5/2011, 3/29/2017, 4/18/2023
References:
  • 20 U.S. Code Section 1232g
  • OAR 589-004-0350
  • AR5052