Section 8-A705. ACCESS TO STUDENT RECORDS

 

705.1A student shall have the right to inspect and review official records, files, and data maintained by the School of Law that relate directly to the particular student.

 

705.2The right to inspect and review shall include the right to obtain copies of the information at a reasonable cost. A copying fee may be established by the Dean or the Dean's designee to cover the actual cost of copying the records.

 

705.3Payment of the copying fee may be waived by the Dean or the custodian of the records if there is no significant cost to the School of Law or upon a showing that the student is unable to pay.

 

705.4The right to inspect and review may be exercised at any reasonable time, subject to uniform procedures, approved by the Dean, that are not unduly cumbersome.

 

705.5Access to records and other information shall be obtained by making a written request to the official having custody or responsibility for the records.

 

705.6In any case, a written request to the Dean shall be deemed a request to the proper official and that request shall be forwarded immediately for response.

 

705.7If the records requested contain information relating directly to more than one (1) student, the person requesting the information shall be entitled to inspect and review only that portion of the records that relates directly to them.

 

705.8If original, official records cannot be screened or separated in a manner which allows access and review of only those portions to which the person requesting access is entitled, the custodian or other responsible official shall make edited copies available, or shall inform the requesting party of that portion of the record that relates directly to them.

 

705.9Students shall be informed annually of the rights and procedures for access to records and protection of privacy set forth in this chapter by inclusion of this information in an appropriate student handbook or other communication.

 

705.10Where notice or informed consent is required by these rules and procedures, a person who is non-English speaking shall have the right to notice or informed consent material, including consent forms, in their own language.

 

705.11The Dean shall provide for access to official records by non-readers and visually handicapped persons through a designated representative or other means.

 

705.12Official records open to inspection and review shall include, but are not necessarily limited to, the following:

 

(a)A student's cumulative or permanent record file;

 

(b)Any data collected or intended for use within the School of Law or intended for distribution outside the School of Law;

 

(c)Identifying data or information;

 

(d)Academic work completed;

 

(e)Grades and scores and results from tests and examinations;

 

(f)Health data and accident reports;

 

(g)Observations and ratings by professors, administrators, and other personnel; and

 

(h)Reports of behavior or discipline problems or incidents.

 

705.13Requests for access to records, files, data, or other information shall be honored as soon as possible, but in no case in more than forty-five (45) calendar days.

 

705.14The provisions of this section shall apply to all present and former students.

 

705.15Where the right to access and review official records is exercised by a student, that right shall not include access to any portion of the official records that pertain solely to the parent or guardian of the student, including, financial information, unless the student first obtains the consent of the parent or guardian.

 

source

Final Rulemaking published at 35 DCR 6909 (September 16, 1988).