Student Records
CHANGE OF NAME
A student or former student may change the full, legal name on his/her permanent academic record by completing a Change of Name Form and submitting the appropriate documentation as follows to the UCentral:
- Misspelling: Student must present a copy of the birth certificate.
- New Legal Name: Student must present a copy of the signed court order showing the authorized new legal name.
- Marriage: If a student wishes to assume his or her spouse’s name, the student must present a copy of the marriage certificate along with either an updated government-issued photo ID or updated social security card.
- Divorce: Students who wish to discontinue the use of a married name and resume the use of their former name, or another name, must present a divorce decree or signed court order showing court restoration of the former, or other, name. A copy of the first page of the decree is required along with a copy of the page formalizing the name change (if not included on the first) and the page including presiding officials’ signatures.
CHANGE OF ADDRESS/TELEPHONE NUMBER
If a student changes his/her address or telephone number, the student is expected to make the changes online in ASSIST. The student may also complete a Change of Information Form and email it to UCentral or drop it off in person during business hours. The student will be held responsible for any communication from University offices sent to the address last provided.
A student’s address may be deleted from records if any mail sent to the student is returned from mail services. This will prevent additional mail from being sent in error and serves as an opportunity for the mailing address to be updated.
No special consideration will be given to students who move and fail to receive official communication as a result of their failure to notify the university of her/his new address.
ENROLLMENT VERIFICATION
Enrollment verification for lending agencies and other parties should be requested from the National Student Clearinghouse at this website, Phone: 703-742-7791, Fax: 703-742-7792. Enrollment verifications for personal use (i.e., insurance companies, employment) can also be requested at the National Student Clearinghouse.
For Undergraduate Students:
- Full-time Undergraduate: An undergraduate student who is enrolled for at least 12 credit hours during a regular semester or at least six hours of credit during a summer session is considered full-time.
- Half-time Undergraduate: A half-time undergraduate student is one who is enrolled for 6 to 8 credit hours during the regular semester or three hours of credit during a summer session.
- Three-Quarter time Undergraduate: A three-quarter time undergraduate student is one who is enrolled for 9 to 11 credit hours during the regular semester.
- Less than Half-time Undergraduate: A less than half-time undergraduate student is one who is enrolled for 1 to 5 hours during a regular semester.
For Graduate Students:
- Full-time Graduate: A graduate student who is enrolled for at least nine hours of credit during a regular semester, or six hours of credit during the summer sessions (six hours can be taken during one summer session or split between the two summer sessions). Graduate students in an accelerated online program are considered fulltime upon enrollment in six credit hours in any two seven-week accelerated modules that comprise a traditional academic semester (fall, spring or summer).
- Half-time Graduate: A graduate student who is enrolled for at least six hours of credit during a regular semester or three hours of credit during the summer sessions. Graduate students in an accelerated online program are considered part-time upon enrollment in three credit hours in any two seven-week accelerated modules that comprise a traditional academic semester (fall, spring or summer).
TRANSCRIPT
A student may secure an official transcript of student's UTRGV academic record online via the UCentral website. If the student does not have holds on record for outstanding obligations to the university. Official transcripts will be issued at a cost of $5 per transcript. The term “transcript of record” is understood to refer to the recorded results of the student’s work in the classroom, and it is a comprehensive record of an individual’s total academic progress at The University of Texas Rio Grande Valley. This transcript will contain all the important facts pertaining to the student’s academic level and academic achievements. No partial or incomplete classroom records (for example, with grades of F omitted) will be given. Students who owe debts to the university (due to a balance or an unreturned asset), are delinquent or in default on a student loan, or owe a repayment from a student grant overpaid will have their official transcripts withheld until the university debts are paid or satisfactory arrangements have been made to return the asset, repay the student loan or student grant over payment.
Holds related to outstanding balances for current and past terms are managed by Student Accounting Services, and any such holds must be cleared by their designated staff for release of official transcripts by UCentral and the Office of the University Registrar.
FAMILY EDUCATION RIGHTS AND PRIVACY ACT (FERPA)
The Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232g, and the Texas Public Information Act, Texas Government Code §552.001 et seq., are respectively federal and state laws that provide for the review and disclosure of student educational records. In accordance with these laws, The University of Texas Rio Grande Valley has adopted the following policy. Individuals are informed of their rights under these laws through this policy, which is included in the UTRGV Handbook of Operating Procedures STU 03-700.
The University will not permit access to, or the release of personally identifiable information contained in student education records without the written consent of the student to any party, except as follows:
- To appropriate University officials who require access to educational records in order to perform their legitimate educational duties.
- To officials of other schools in which a student seeks or intends to enroll, is enrolled in or receives services from, upon request of these officials.
- To federal, state, or local officials or agencies authorized by law.
- In connection with a student’s application for, or receipt of, financial aid.
- To accrediting organizations or organizations conducting educational studies, provided that these organizations do not release personally identifiable data and destroy such data when it is no longer needed for the purpose for which it was obtained.
- To the parents of a dependent student as defined in section 152 of the Internal Revenue Code of 1954.
- In compliance with a judicial order or subpoena provided a reasonable effort is made to notify the student in advance unless such subpoena specifically directs the institution not to disclose the existence of a subpoena.
- In an emergency situation if the information is necessary to protect the health or safety of students or other persons.
- To an alleged victim of any crime of violence, the results of the alleged perpetrators disciplinary proceeding may be released.
Additionally, any law enforcement information provided by state law enforcement agencies concerning registered sex offenders may be released from the University Police Department. General questions can be directed to the Police Department at 956-882-7777 and for emergencies at 956-882-4911. The University will release information in student education records to appropriate University or University of Texas System officials as indicated in number 1 above when there is a legitimate educational interest. A school official is a person employed by the university in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted (such as an attorney, auditor or collection agent); a person serving on The University of Texas System Board of Regents; or a student serving on an official committee or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibility. Upon request, the university discloses education records without consent to officials of another school in which a student seeks or intends to enroll. Where required by regulations, a record of requests for disclosure and such disclosure of personally identifiable information from student education records shall be maintained by the custodian of the public record for each student and will also be made available for inspection pursuant to this policy. If the university discovers that a third party who has received student records from the university has released or failed to destroy such records in violation of this policy, the university will determine any future access by that third party and may take further appropriate action. Respective records no longer subject to audit nor presently under request for access may be purged according to regular schedules.
Directory Information
At its discretion, the university may release directory information, which shall include:
- name;
- local and permanent postal addresses;
- email address;
- telephone number;
- place of birth;
- field of study; dates of attendance;
- enrollment status;
- student classification (example: freshman, first year law school student)
- degrees awarded;
- certificates and awards (including scholarships) received;
- photographs;
- participation in officially recognized activities and sports;
- weight and height of members of athletic teams; and
- most recent previous educational agency or institution attended.
Students may withhold directory information by making the appropriate selections in ASSIST or submitting appropriate documentation to the Office of the University Registrar. The institution will honor requests for nondisclosure until the student grants permission in writing, to release the information, or updates the preference selected in ASSIST.
Access to Educational Records
Upon written request, the university shall provide a student with access to his or her educational records. The Registrar at The University of Texas Rio Grande Valley has been designated by the institution to coordinate the inspection and review procedures for student education records, which include admissions files, academic files and financial files. Students wishing to review their education records must make written requests to the Registrar listing the item or items of interest.
Education records covered by the Act will be made available within 45 days of the request.
A list of education records and those officials responsible for the records shall be maintained at the Office of the University Registrar. This list includes:
Department UTRGV Brownsville Campus UTRGV Edinburg Campus
Office of Undergraduate Admissions BMain 1.100 ESSB, 1st floor
Office of the University Registrar BMain 1.100 ESSB, 1st floor
Graduate College BSABH 1.202 EMASS 1.158
Health Services BCRTZ 206 ESTHC 1.105
Counseling Center Student Union 2.10 EUCTR 109
Learning Center BMSLC 2.118 ELCTR 100
Dean of Students BCAVL 205 EUCTR 323
Residence Life Casa Bella EUCTR 315
Career Center BINAN 1.105 ESSBL 2.101
Educational Records do not include:
- Financial records of the student’s parents or guardian.
- Confidential letters of recommendations that were placed in the educational records of a student prior to January 1, 1975.
- Records of instructional, administrative and educational personnel that are kept in the sole possession of the maker and are not accessible or revealed to any other individual.
- Records of law enforcement units.
- Medical and psychological records.
- Records that only contain information about an individual built or acquired by the university after the individual is no longer a student at the institution.
Challenge to Record
Students may challenge the accuracy of their educational records. Students who believe that their educational records contain information that is inaccurate or misleading or is otherwise in violation of their privacy or their rights, may discuss their problems informally with the department that generated the record in dispute. If an agreement is reached with respect to the student’s request, the appropriate records will be amended. If an agreement is not reached, the student will be notified within a reasonable period of time that the records will not be amended, and he or she will be informed by the head of that department of his or her right to a formal hearing.
A student’s requests for a formal hearing must be made in writing to the Registrar who, within a reasonable period of time after receiving such requests, will inform the student of the date, place and the time of the hearing. Students may present evidence relevant to the issues raised and may be assisted or represented at the hearings by one or more persons of their choice, including attorneys, at the student’s expense. The hearing officer who will adjudicate such challenges will be appointed by the vice president for business affairs in non-academic matters and by the Provost or other designated official.
Decisions of the hearing officer will be based solely on the evidence presented at the hearing, will consist of the written statements summarizing the evidence and stating the reasons for the decisions, and will be delivered to all parties concerned. The education records will be corrected or amended in accordance with the decision of the hearing officer if the decision is in favor of the student. If the decision is unsatisfactory to the student, the student may place with the education records statements commenting on the information in the records or statements setting forth any reasons for disagreeing with the decision of the hearing officer, or both.
The statements will be placed in the education records, maintained as part of the student’s records and released whenever the records in question are disclosed. Students who believe that the adjudications of their challenges were unfair or not in keeping with the provisions of the Act may request, in writing, assistance from the president of the university.
Copies
Students may access their academic records using ASSIST. Furthermore, students may have copies of documents included in their educational records and this policy. These copies will be made at the student’s expense at rates authorized in the Texas Public Information Act. (There is a $5.00 fee for each official transcript.) Official copies of academic records or transcripts will not be released for students who have a delinquent financial obligation or financial “hold” at the university. Other outstanding obligations in the form of a “hold” may also prohibit the release of official copies of academic records or transcripts.
Complaints
Complaints regarding alleged failures to comply with the provisions of the FERPA may be submitted in writing to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, D.C. 20202-4605.