The following constitutes directory information: name, address, telephone number, e-mail address, name(s) and address(es) of parent(s), major field of study, enrollment status (full-time, part-time), participation in recognized activities and sports, weight and height of members of athletic teams, photographs, dates of attendance, degrees, honors and awards received, class-year in school, and previous educational institutions attended. If a student does not wish any of this information to be released, he or she must notify the registrar in writing by the end of the first week of classes. Directory information is published in various forms during the year and the University can withhold information only when written requests are received in accordance with this procedure.
Counseling Records Any records developed in connection with counseling provided by official counselors of the University are to be considered privileged communication and may not be released without the approval of the counselor and the student. Records may be released to medical personnel in the event of a medical emergency.
Disciplinary Records All records of disciplinary proceedings are maintained by the vice president for student services. Such records are destroyed two years after graduation of the student, or five years after a non-graduate withdraws from the University. Information on these records is available to persons other than the president of the University, the vice president for student services, and student services staff on a need-to-know basis.
Medical Records Medical records are privileged and confidential. Information based on these records may be released only at the request of the student. Those diseases, conditions, or injuries which a care provider is required by law to report would constitute exceptions to the policy. A copy of the health history form and a summary of pertinent information contained in a student's application for admission is available to the vice president for student services and the appropriate hall director. Without the authorization of the student, no other person shall have access to this information. In the case of a medical emergency, such records may be released to medical personnel.
Permanent Academic Record This record is compiled and permanently maintained in the Office of the Registrar. It contains the following: a complete history of University of Portland academic course work, graded performance, and related official academic action; letter of acceptance by the University; high school transcript; transcripts from other institutions of higher education previously attended; academic warning letters and notice of disqualification; the application for admission form students complete at the time of initial application; and notations of disciplinary suspension or dismissal. Except for authorized University personnel, no one may have access to this record without the student's written permission.
Student Access to Records A student may inspect and review his or her educational records by filing a written request with the designated official. Although normal access may be obtained without undue delay, officials are permitted a 45- day period within which to respond to any request. The student may challenge information contained in these records as inaccurate, misleading, or in violation of privacy and may provide a written explanation of the contents for insertion in the record. Challenge to information in the educational record may be initiated in writing by the student with the college official responsible for maintaining the record. Students may obtain a copy of any item in these official files with the exception of transcripts from other institutions and the excluded items listed below. The student will pay $1.00 per copy of any page reproduced. Requests for official or unofficial transcripts must be made in writing to the Office of the Registrar. Only original, signed, written requests by the student himself or herself will be accepted. The request should allow for a minimum two working days processing period as well as time for the mail to travel to the transcript's destination. There is a $6.00 fee for each transcript and a $2.00 fee for additional copies processed at the same time, payable at the time of request.
Records Not Available to Students or Third Parties The following items are not available to students or outside parties: alumni giving records; campus safety and security records for law enforcement purposes; parents' financial information; personal records kept by individual staff members; score reports of standardized tests; student employment records; and transcripts of grades sent by other educational institutions.