Oklahoma State University

Registrar

Parental Access to Records At the postsecondary level, parents have no inherent rights to inspect their son's or daughter's educational records. Information regarding educational records is best obtained by direct communication between the parent and the student. Students may consent to release their educational records to parents, legal guardians, or other individuals by providing access using the Proxy feature in Self Service or completing the appropriate form in the Office of the Registrar. Such consent should be given in an uncoercive environment. Parents of a dependent student may challenge denial of access to educational records by producing the most current copy of Internal Revenue Form 1040. Definitions "Educational Record" refers to those records which are directly related to a student and are maintained by an educational institution. "Directory Information" includes: student's name; local and permanent address or hometown; telephone number; year of birth; major field of study; weight and height of student participating in officially recognized sports; dates of attendance at Oklahoma State University; degrees, honors, and awards granted or received and dates granted or received; academic classification such as freshman, sophomore, junior, senior, etc.; institutional electronic mail address; most recent educational institution previously attended; dissertation or thesis title; adviser or thesis/ dissertation adviser; participation in officially recognized organizations, activities, and sports; parents' names and addresses (city and state only). "School official" is defined as an individual currently serving as a member of the Oklahoma State University Board of Regents or classified as faculty, administrative, or professional, and the staff such school officials supervise; the President and CEO of the Alumni Association and President and CEO of the Oklahoma State University Foundation and the staff they supervise; the National Student Clearinghouse; and contractors, volunteers, and other non-employees performing institutional functions as school officials with legitimate educational interests. "Legitimate educational interest" A school official has a "legitimate educational interest" if a review of a student’s record is necessary to fulfill the official’s professional responsibilities to the University. School officials may have legitimate educational interests both in students who are currently enrolled and in those no longer enrolled. Location of Records Several offices share responsibility for maintaining and releasing information pertaining to student education records. These include, but are not restricted to: a. the Office of the Registrar for academic records, b. the Office of Student Judicial Affairs for disciplinary records, c. the Office of the Bursar for billing and payment records, d. the Office of Scholarships and Financial Aid for scholarship and financial aid records, e. the Human Resources office and Career Services office for employment/placement records, and f. the Communications Service office for directory information.