Oglethorpe University maintains records on different student groups.
The types of records, methods for maintaining and access to those
records are summarized below. Unless otherwise stated, all records
are maintained for five years after a student withdraws or
graduates. The records are then shredded and discarded. Records are
retained longer if there are any outstanding requests to inspect and
The registrarís office keeps folders on each student; the folders
originate in the admission or evening degree program office
(whichever is the appropriate entrance office for a given student).
The folders contain the admission application, high school and/or
college transcripts and other documents that the admission or
evening degree program office may collect. Folders remain in the
registrarís active files while students are enrolled and any
correspondence or any other documents with the exception of
registration and drop/add forms are filed there. When students
graduate or withdraw, folders are moved to the inactive files, where
they remain for five years. Both the active and inactive files are
housed in a locked room. All registration and drop/add forms are
stored together by semester in a separate locked cabinet and are
destroyed after five years.
In addition to these paper files, transcripts are stored
electronically and permanently by the registrarís office. Electronic
records are accessed through password-protected screens. Electronic
records are accessible to most administrative offices, and the chief
administrator of each area approves access levels to the data.
Information technology services backs up electronic files nightly.
Backups representing the previous eight weeks are stored in a bank
vault two miles from the campus, so that the backups would be secure
in the event of a fire or other disaster.
Secondary Maintenance of Academic Records
In addition to the official student folders maintained by the
Registrarís Office, academic advisers maintain an advising folder
for each of their advisees. This folder contains transcripts from
other institutions, test scores, degree check forms, student
schedules and other documents relevant to the academic advising of
students. These folders are locked in the professorsí individual
offices. The records are maintained for a minimum of two years after
a student withdraws or graduates and are then delivered to the
registrarís office for proper destruction through shredding. Records
pertaining to Honor Code violations are stored in the provostís
office, with copies in student folders in the registrarís office.
The records are maintained for five years after a student withdraws
or graduates and are then shredded.
The provostís office secures all Honor Code violation information
in a storage cabinet in the provostís locked office. If an Honor
Code violation becomes part of a studentís academic record, copies
are hand delivered by the provost to the registrarís office.
Release of Information
During orientation, students have the opportunity to sign a FERPA
Release form, which gives the university permission to release
select academic or financial information to specific persons. The
form is designed to be used in cases of emergency and does not allow
the designated persons to receive information over the phone that is
not normally given in that manner. The signed forms are stored at
the registrarís office. Staff and faculty may call the office to
find out if and what information they may discuss with designated
In addition, every employee of Oglethorpe University including
student workers, signs a ďFERPA Compliance AgreementĒ as part of his
or her employment orientation. Faculty and staff are instructed not
to speak to parents or any other parties about a studentís academic
progress unless the student has signed the FERPA Release form giving
the requesting party access to the information.
The registrar is responsible for oversight of studentsí academic
records and confidentiality. The registrar regularly attends FERPA
sessions at conferences sponsored by the American Association of
Collegiate Registrars and Admissions Officers (AACRAO), and the
regional affiliate, the Southern Association of Collegiate
Registrars and Admissions Officers (SACRAO). The registrar also
subscribes to a registrar listserv and takes part in online
discussions about current registrar questions and policies. The
registrar meets regularly with the registrar office staff to discuss
FERPA policies, and takes responsibility for educating the wider
university community on FERPA policies.
All daily procedures in the Registrarís Office are handled in
accordance with FERPA regulations and maintaining student
confidentiality is the highest priority. With that, students must
present picture IDs and signatures authorizing release of or changes
to their non-directory information.