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2023–2024 Educational Records and Information Maintained

The University does not maintain a single record or file consisting of all materials and information pertaining to students in any one location. Instead, various segments of the education record are kept in a variety of offices.

2023–2024 Student Academic Records

Student academic records are kept in the University Registrar’s Office on both the Biddeford campus and on the Portland campus. Records are maintained/retained under the Family Educational Rights and Privacy Act of 1974 (FERPA) and upon recommendations made by the American Association of Collegiate Registrars and Admissions Officers (AACRAO).

The term “education records” does not include:

• Records of faculty and administration that are in the sole possession of the maker and are not accessible or revealed to any other individual except a temporary substitute.
• Law enforcement records, which are kept separate from education records and which are created by a law enforcement unit for a law enforcement purpose.
• Medical, psychiatric, or psychological records created and used only for the care or treatment of a student. These records may be made available to other appropriate professionals at the written request of the student.
• Employment records, except for records of students employed because of their status as students.
• Records that contain information about a student which is obtained after they are no longer a student.

2023–2024 Expunging Records

The official academic record of a student is maintained in perpetuity by the institution. The University Registrar’s Office is the custodian of this record. No other record is officially designated as a permanent record. Other records can be expunged at the discretion of specific department heads wherein a record resides. Access rights shall be honored prior to the destruction of records where the student has requested such access. Departments and offices which maintain education records may have specific policies regarding access to and retention of such records which are consistent with this policy and FERPA.

2023–2024 Student Conduct Records

Student conduct records and related files are maintained by the Dean of Students in the Student Affairs Offices on each campus. Student conduct records/files are maintained under the Family Educational Rights and Privacy Act of 1974 (FERPA). All student conduct and related files are maintained by the Office of the Dean of Students for a period of no less than four years after separation from the University. Records may be destroyed at that time. Disciplinary records may be retained for longer periods of time or permanently if specified in the terms of disciplinary sanctions.

2023–2024 Student Rights

The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of a student’s education records. Under FERPA, students who are presently enrolled at the University of New England (but not applicants seeking admission to the University), former students, and alumni have certain rights with respect to their education records.

1. The right to inspect and review the student’s education record.

• A written request by a student to the University Registrar identifying the records they wish to inspect.
• The University Registrar is obligated to inform the student when the requested record will be made available. The office has up to 45 days to respond. In most instances, the response will be made promptly.
• Students are obligated to properly identify themselves (valid government-issued photo identification or student identification card) before being shown their record.
• Students are obligated not to interfere with the normal operation of the office in which the record is being maintained.
• Students are obligated to examine the record during regular hours maintained by the particular office.
• Prior to giving a student their record for examination, all confidential data received prior to January 1, 1975, any information waived by the student, any information pertaining to other students, and any financial records of parents will be removed.
• The examination will be supervised.
• The Act does not require the institution to provide copies of records.

2. The right to request the amendment of the student’s education records that the student believes to be inaccurate, misleading, or in violation of the student’s rights of privacy.

• For the purpose of this policy, a student may not challenge the judgment of a grade that has been assigned to their performance in a course but may challenge the accuracy of the recording of a grade.
• The student should discuss their objection (submitted in writing) with the designated person in the office where their records are maintained and try to resolve the problem through informal discussion.
• If no agreement is reached through informal discussion, the student should submit a formal letter to the University Registrar, clearly identifying the part of the record they want amended, and explain how it is inaccurate or misleading. If it is determined not to amend the record as requested by the student, the University Registrar will notify the student of the decision and advise the student of the right to a hearing regarding the request for amendment.
• If not satisfied, the student should file a written request for a formal hearing to the University Registrar.
• Upon receipt of a written request for a formal hearing, the University Registrar will appoint a panel of three members to hear the objection and advise. The University Registrar will appoint one of the panelists to serve as chairperson. Once appointed, the panel will hold a hearing within two calendar weeks. The panel must provide an opportunity for a presentation of evidence relative to the objection stated and must render a decision in writing to the University Registrar within one week following the conclusion of the hearing. The University Registrar must inform the student in writing within ten working days of any amendment made, or of the decision not to amend the record. If the decision is