Procedures for the release and disclosure of student records maintained by the University are in large measure governed by state and federal laws. Where the law is silent, the University is guided by the principle that the privacy of an individual is of great importance and that as much information in a student's file as possible should be disclosed to the student upon request. A current or former student has the right to inspect and review official records, files and data directly related to that student. This right does not extend to applicants, those denied admission to the University or those who were admitted but did not enroll. Some records are not available to students.
Third parties do not have access to personally identifiable records or other information pertaining to a student without the written consent of the student who specifies that the records be released. Parents are considered third parties.
Detailed guidelines for the release and disclosure of information from the student records are available from the Office of Student Life. These guidelines comply with the legal requirements of the Family Educational Rights and Privacy Act of 1974.
18.1 Public Records
Public information may be released or published without the student's consent. Currently enrolled students may inform the appropriate office that public records should not be released or published (forms for this purpose are available at designated offices). Information confirming the following items about individual student is public and available from the offices listed below:
| Full Name | Enrollment Services |
| Campus/local/home address | Enrollment Services |
| Campus voice mail box number | Enrollment Services |
| E-mail address | Enrollment Services |
| Web site address | Enrollment Services |
| Telephone (local & home) listing | Enrollment Services |
| Date and place of birth | Enrollment Services |
| Major field of study | Enrollment Services |
| Full time/part time status | Enrollment Services |
| Participation in officially recognized activities | Student Activities Office |
| Sports participation | Sports Information Office |
| Weight and height of members of athletic teams | Sports Information Office |
| Dates of attendance | Enrollment Services |
| Degrees and awards received | Enrollment Services |
| The most recent previous educational institution attended | Enrollment Services |
| Class year | Enrollment Services |
| Graduation dates | Enrollment Services |
18.2 Confidential Records
All personal information other than public records as defined above relating to a particular student is considered confidential information.
| This information includes, but is not necessarily limited to: |
Academic evaluations |
General counseling and advising records |
Disciplinary records |
Financial aid records |
Letters of recommendation |
Medical or health records |
Clinical counseling and psychiatric records |
Transcripts, test scores and other academic records |
Third parties, including the URI campus police, do not have access to personally identifiable records or information pertaining to a student without the written consent of the student who specifies that the records be released.
For purposes of this section, the "official records, files and data" means material on students pertaining to their status as students, held by any unit or department of the University and intended for University use or to be available to parties outside the University.
| It does not include: |
Personally signed letters of recommendation to which students have waived their right of access |
Campus law enforcement records held in the campus police station |
Clinical, medical, counseling, or psychiatric records |
Financial records of the parents of the student or any information contained therein |
Private records kept by individual faculty or administrators possibly used as memory aids |
18.3 List of Records Maintained
| Type of Record | Location | Individual Responsible |
| Academic Records | Enrollment Services Office |
Enrollment Services |
| Related Correspondence | Student's Academic Dean's Office | Student's Academic Dean |
| Discipline Records | Office of Student Life | Director |
| Health Records | Student Health Services | Director |
| Counseling Records | Counseling Center | Director |
| Career Records | Career Services | Director |
| Financial Aid Records | Enrollment Services Office |
Director |
| International Student Records | International Student Services | Coordinator |
| Talent Development Student Records | SPTD Office | Director |
| Tuition, Fees and Debts to the University Records | Enrollment Services Office | Enrollment Services |
| Athletic Records | Athletic Department | Director |
| Meal Plan Information | Dining Services Office | Director |
| Residence Hall Records | Office of Residential Life | Director |
Request to Restrict Information
Students availing themselves of this right should understand what the consequences of the action may be. For example, if a request is made to withhold from disclosure a student's name and degrees and honors received, the campus cannot make public any honors received by the student and cannot include the student's name and degree earned in the campus commencement program without the written consent of the student. Similarly, if a request is made to withhold from disclosure a student's name and dates of attendance, a student's status as a student can not be verified for potential employers without the written consent of the student. Furthermore, if a student's last instruction to the campus was to withhold from disclosure the degree granted to that student and the date on which the degree was conferred, that information cannot be confirmed for a third party in connection with the appointment of that graduate to a new position or published in connection with an honor that individual subsequently receives.
