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Appendix B -- Code on Release of Student Information

This section outlines the Law School's policies and procedures concerning the collection, retention and handling by the School of student files, including procedures for release of information in such files to students and others. It does not deal with notes and records concerning students held by faculty members.

• Contents of student files
• Internal access to files
• Access by students
• Challenge hearings
• Release of information outside the University
• Release without consent
• Graduate records

Contents of student files

The University of Connecticut School of Law maintains the following student files.

Admission records of matriculated or graduated students are kept in the Registrar's Office and are limited to the application, official correspondence related to the admissions decision, transcripts, LSDAS report, and letters of recommendation. Correspondence related to the admission decision and letters of recommendation are destroyed three years after the student graduates or date of last enrollment.

Routine correspondence inquiring about delays, housing, etc., shall be destroyed before the file is transferred to the Registrar's Office.

Admissions records of all other applicants for admission are kept in the Admissions Office for two years and then are destroyed, except for files which in the judgment of the dean ought to be retained for a longer period.

Academic records are kept in the Registrar's Office. Academic records contain only:

• Law School transcript, academic authorizations, picture of student and certifications. Academic authorizations and certifications are destroyed three years after the student's graduation or date of last enrollment.
• identification information: name, address, telephone number, parents' or guardian's or spouse's name and address, and the course registration card which may be maintained separately by the registrar.
• correspondence written after matriculation. (Correspondence is destroyed three years after the student's graduation or date of last enrollment.)

In order to preserve the strictly academic nature of these records, if a student leaves school for any reason other than graduation, transfer, or academic failure, the only entry made in his or her academic records is "No longer enrolled."

Financial assistance records are kept in the Student Finance Office. Financial assistance files may contain:

• Electronic information from the Free Application of Federal Student Aid;
• A copy of federal and/or alternative loan applications;
• A copy of parent(s) and/or student's (and spouse's) federal tax information, including all schedules and W-2's;
• Correspondence from other departments regarding a student's status (i.e. leave of absence, etc.) and/or correspondence from applicant (and parent, if applicable regarding financial aid. Applications from students that are not entering the Law School are destroyed each year.

All financial aid records are destroyed five years after a student leaves school.

Placement records are kept in the Office of Career Services and contain only the students' rèsumès and placement registration forms. These files do not contain correspondence or other material pertaining to a particular student, unless attached by the student to his or her rèsumès.

Bursar's records are kept in the Business Office and consist of the students' payment records (fee bill) and breakage fee card. These records are maintained until their destruction is authorized by the auditor.

Disciplinary records. Information that may cause the School, or outside authorities, to discipline a student for misconduct (other than the failure to maintain the minimum level of academic performance) are not kept in a student's academic file. Disciplinary files are maintained in the Office of the Dean.

Petitions Committee records are maintained by the chair of the Petitions Committee.

Internal access to files

It is the policy of the Law School to restrict access to any student files to those staff members and faculty having a legitimate administrative or educational purpose for such inspection. Therefore, files of matriculated or graduated students may not be examined by anyone without the written consent of the student involved, with the exception of the following:

• the dean and the administrative staff;
• the Faculty Petitions Committee;
• the Faculty Admissions Committee;
• the Faculty Committee on Scholarships and Awards;
• the Hearing Board and Appeals Board on student misconduct;
• such persons or faculty committees as the dean authorizes for legitimate administrative or educational purposes.

A log is kept in each file stating the name, date, and reason for inspection of each person reviewing the file.

Students enrolled in the Law School are not given access to files of other students except as provided below.

A student employed as a member of the staff may be authorized as part of his or her duties to have access to student files classified as "academic records" as set forth above. Such access is only for clerical purposes and is limited to the files of students not currently enrolled. Any information so obtained is to be regarded as confidential and may not be disclosed except in furtherance of those assigned duties.

Access by students

All students and graduates (excluding applicants) shall be permitted to examine the contents of their student files, as prescribed below, except for:

• letters of recommendation that were either (a) received before January 1, 1975 or (b) received after January 1, 1975, and are covered by a statement signed by the student specifically waiving his right of access thereto. Such letters will be kept in a separate envelope within the Admissions file. Letters received after January 1, 1975, which are not the subject of a waiver, are not confidential and may be inspected by the student.
• all financial information provided by a student's parents or guardian. Parents shall be informed that financial aid statements are confidential.

Students desiring to inspect their files shall submit a request in writing to the Registrar's Office and the School shall honor the request within 15 days after receipt.

Students may request copies of material in their files, at a cost to the student of $1 for the first page, plus $.20 for any additional pages.

Challenge hearings

Students (but not applicants) shall have the right to challenge as inaccurate, misleading or inappropriate information contained in their student files. Disputes between a student and a faculty member concerning the student's grades are not within the meaning of this section.

Students wishing to challenge material in their files submit a written statement to the dean or his or her designee describing with particularity the material in question and the reasons for concluding that it is inaccurate, misleading or inappropriate.

Within 14 days after receipt of the written request, a person designated by the dean meets informally with the student to discuss the request and, if possible, to reach a satisfactory informal resolution, including without limitation (l) deletion or modification of the challenged material, or (2) inclusion of additional explanatory material prepared by the student or the Law School.

Students dissatisfied with the informal resolution submit, within seven days of the informal meeting provided for above, a written statement to the dean requesting a hearing on the matter and stating specifically the reasons for the challenge.

The dean, within ten days after receipt of the student's written statement, designates a panel of three persons, at least one of which is from the faculty, to rule formally on the student's challenge.

The panel holds a hearing on the matter within 14 days of appointment, upon not less than five days' notice to the student, at which the student is permitted to appear in person.

Within 14 days after the hearing, a majority of the panel delivers to the student a written decision on his or her challenge giving the reasons for its disposition and, in the event the challenge is upheld in whole or in part, directs the appropriate official to take appropriate action, including, without limitation, deletion of material, correction of material, and inclusion of an explanatory statement by the student or the hearing panel. Copies of the decision are delivered to the dean and to the student.

Release of information outside the University

The following directory information may be disclosed to persons outside the University without the consent of the student involved:

• full name and residence;
• dates of attendance;
• degree and year of receipt;
• undergraduate college and degree;
• the student's present position, address and telephone number to the extent that information is carried in current published directories;
• formal extracurricular activities, such as Law Review, Moot Court, etc., or academic honors.

Any student wishing to preserve the confidentiality of general information (such as unlisted telephone numbers) must notify the Registrar's Office by August 15 of each year.

Students indicate on the placement registration form any restrictions on the distribution of résumés.

Except as provided herein, no other information is disclosed to persons outside of the Law School without the written consent of the student involved.

Parties to whom information is released with the written consent of the student are notified that the information is being released upon the condition that the party to which the information is being transmitted does not permit any other party to have access to such information without the written consent of the student involved.

Release without consent

The School may release information from a student's files to appropriate persons in connection with an emergency, if the knowledge of such information is considered necessary or useful to protect the health of a student or other person.

Nothing contained herein shall limit the School from obtaining information from students' files without students' consent for statistical studies, for research by the School or by such organizations as the Educational Testing Service and the Law School Admissions Council for purposes of developing or validating tests or other admissions criteria.

Graduate records

The records of The University of Connecticut Law School Alumni Association, Inc. and The University of Connecticut Law School Foundation, Inc., are not compiled from confidential academic records and are maintained separately. So long as these records are separately compiled and separately maintained, they are not within the provisions of this code.