Student Records

Definition of Education Record:
The Office of Admissions and Records retains a minimum of the following documents in a student’s permanent education record: approval letter(s), application form(s), transfer transcripts, undergraduate and graduate admission test scores (if applicable), degree plan, and any other document(s) pertaining to the student’s academic career at UHV.

Notice of Students Rights

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.  These rights are as follows:

1. Students have the right to inspect and review their education records within 45 days of the day the University receives the request.
2. Students have the right to request amendment of their education records that they believe are inaccurate or misleading. If the University denies a student’s requested amendment, the student has the right to a hearing regarding the requested amendment to his/her education record.
3. Students have the right to consent to disclosures of personally identifiable information in their education records, except to the extent that FERPA authorizes disclosure without consent.
4. Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. Such complaints may be sent to the Family Compliance Office, U.S. Department of Education, 400 Maryland Avenue, S.W., Washington, D.C. 20202-4605.

Directory Information

At its discretion the University of Houston-Victoria may provide "directory information" to the general public without student consent. "Directory information" is defined by UH-Victoria (within guidelines of the Family Educational Rights and Privacy Act of 1974) as follows: student’s name, home address, local address, email address, telephone listing, date of birth, photograph, program, plan, and awards received and dates and types of awards received, dates of attendance, most recent previous educational agency or institution attended, career and enrollment status (full-time, part-time, undergraduate, graduate, etc.), participation in officially recognized activities or sports, weight and height of members of athletic teams.

Confidentiality of Student Records

If a student does not want "directory information" regarding him/her to be released, the student can update their records in the PeopleSoft Self-Service system (see Campus Personal Information/Privacy Settings) to place a privacy restriction on their records. The student may also notify the UHV Office of Admissions and Records, 3007 N. Ben Wilson, Victoria, TX 77901 in writing or submit the Request to Withhold Public Information in person to the Office of Admissions and Records (University West Building, Room 104), or by fax to (361) 580-5500. A student’s request to withhold directory information remains in effect until the student releases the hold in the PeopleSoft Self-Service system or revokes the request in writing to the Office of Admissions and Records.

Disclosure of Education Records

The University of Houston-Victoria will not disclose information from a student’s education records without the written consent of the student, except in the following instances in which FERPA authorizes disclosure without prior student consent:

1. To school officials who have a legitimate educational or administrative interest in the records. A school official is defined as a person employed by the University in an administrative, supervisory, academic, or support staff position; a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Regents; or a person assisting another school official in performing his/her official duties. A school official has a legitimate education interest if the official needs to review an education record in order to fulfill his/her professional responsibilities.
2. To other schools in which the student seeks to enroll.
3. To authorized representatives of the U.S. Secretary of Education, the U.S. Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs; and the U.S. Attorney General for law enforcement purposes.
4. In connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.
5. To state and local officials or authorities in accordance with state law.
6. To organizations conducting studies for or on behalf of the University to develop, validate, or administer predictive tests; administer student aid programs; or improve instruction.
7. To accrediting organizations to carry out their functions.
8. To parents of a "dependent" student as defined under the federal tax laws.
9. To comply with a judicial order or a lawfully issued subpoena.
10. To appropriate parties in connection with a health or safety emergency.
11. As it relates to "directory information," unless the student restricts "directory information."
12. To an alleged victim of any crime of violence or non-forcible sex offense regarding the final results of any disciplinary proceeding conducted against the alleged perpetrator of that crime or offense with respect to that crime or offense, regardless of whether the student was found to have committed the violation.
13. To the public regarding the final results of any disciplinary proceeding in which the student was alleged to have committed a crime of violence or non-forcible sex offense and pursuant to the disciplinary proceeding the student was found to have violated a University disciplinary rule or policy.
14. To parents of a student who is under the age of 21 regarding the student’s violation of federal, state, or local law, or any University rule or policy, governing the use of possession of alcohol or a controlled substance.
15. To the court where the student has initiated legal action against the University or the University has initiated legal action against the student.

Procedures to Inspect Education Records

A student has the right to inspect his or her educational records and to challenge the contents. To review records, a student must make a request in writing to the Registrar of the University of Houston-Victoria. The written request must identify as precisely as possible the record or records he/she wishes to inspect.

Procedure to Amend Education Records

If a student believes the information in his/her education record contains information that is inaccurate, misleading, or in violation of the student’s rights of privacy, the student should submit a written request for amendment to the Registrar. The written request should clearly identify the part of the record the student wants changed and specify why it is inaccurate, misleading, or in violation of the student’s rights of privacy. The University will notify the student within a reasonable time regarding whether or not the record will be amended. If the University denies the student’s request for amendment of his/her record, the student has the right to a hearing regarding the requested amendment.

**Note:  This procedure does not govern grade appeals.

Procedures for a Hearing Under FERPA

1. To request a hearing pursuant to the University’s denial of a student’s request to amend information in his/her education record that the student believes is inaccurate, misleading, or in violation of the student’s rights of privacy, the student should submit a written request for a hearing that clearly identifies the part of the record the student wants changed and specifying why it is inaccurate, misleading, or in violation of the student’s rights of privacy to the custodian of the record that the student seeks to challenge.
2. The University will hold a hearing within a reasonable time after receiving the student’s written request for a hearing.
3. The University will give the student notice of the date, time, and place of the hearing, reasonably in advance of the hearing.
4. An individual who does not have a direct interest in the outcome of the hearing will conduct the hearing.  The vice president to whom the custodian of the records in question reports will appoint the hearing official.
5. The student will be provided the opportunity to present evidence supporting his/her allegation that his/her education record contains information that is inaccurate, misleading, or in violation of the student’s rights of privacy. The student may, at his/her own expense, be assisted during the hearing by one individual, including legal counsel. The student must notify the hearing official no later than three (3) business days before the hearing that he/she will have legal counsel present at the hearing.
6. The custodian of the record in question and the author of that record (if appropriate) will also be provided an opportunity to respond to the student’s allegations.
7. Upon hearing all of the evidence, the hearing official will render a written determination within a reasonable time after the hearing. The written determination will include a summary of the evidence and the reasons for the hearing official’s determination.
8. Any information in the student’s education record that is determined to be inaccurate, misleading, or a violation of the student’s rights of privacy will be amended with the correct information and the student will be notified in writing of the change.
9. If it is determined that the student record is correct and does not merit amendment, the University will notify the student of his/her right to place a statement in the education record commenting on the information in the record and/or presenting any reasons for disagreeing with the university’s decision.
10. Any statement placed by the student in his/her education record shall remain a part of the record for as long as the University of Houston-Victoria maintains the record.

Retention of Education Records:

At UHV, students’ education records are kept permanently in either paper or electronic format. According to the Texas Government code, Chapter 441, "Certified output from electronically digitized images or other electronic data compilations created and stored in accordance with the rules of the [Texas State Library and Archives] Commission shall be accepted as original state records by any court of administrative agency of this state unless barred by a federal law, regulation, or rule of court."

UHV’s policy on retention and disposal of records is based on the University of Houston System policy. In accordance with the Texas Government Code, Chapter 441, the UHS, which serves as the official records scheduler for all UH system universities, has filed a records retention schedule with the State and Local Records Management Division of the Texas State Library, as described in UHS Administrative Memorandum 03.H.01.

Custodian of Records:

For further information, please contact the Office of Admissions and Records, 361.570.4110 or toll-free 877.970.4848 x110.

Maintenance of Records

A change of address, plan and/or name must be filed promptly by the student in the Office of Admissions and Records.

Change of Address

The student’s current mailing address and permanent address must be correctly listed on university records. Any change in the student’s address should be promptly reported to the Office of Admissions and Records. A student will not be excused from penalties on grounds of not receiving communications mailed from the university if the student failed to report the new address. The form for change of address may be obtained in the Office of Admissions and Records or online at www.uhv.edu/oar.

Change of Plan (Major)

A student may change the plan established at the time of first enrollment, but should not apply for a change until the student has consulted a faculty advisor. Faculty advisors can provide information concerning curricular requirements and advice related to their respective fields. Undergraduate and graduate change of plan approval forms are available in the Office of Admissions and Records or online at www.uhv.edu/oar .

Change of Name

University records of a student’s name are based upon the application for admission. Changes of name should be promptly reported in writing to the Office of Admissions and Records. The necessary forms to authorize a name change may be obtained in the Office of Admissions and Records or online at www.uhv.edu/oar.

Final Grade Reports

Final grades are posted as soon as they are compiled after the close of the term. Grade reports are not automatically sent to students. You may access grades online at www.uhv.edu using your student number and password. Each student is permitted one printed grade report per term upon request from the Office of Admissions and Records, as long as it is requested within one month from when grades are available.

UHV Transcripts

Transcripts will be issued by the Office of Admissions and Records if the student does not have a financial stop on his/her record. The student must request the transcript in person or write to the Office of Admissions and Records, University of Houston-Victoria, 3007 N. Ben Wilson, Victoria, Texas 77901, or fax 361-570-4114. The necessary forms to request a transcript may be obtained in the Office of Admissions and Records or online at www.uhv.edu/oar. Effective September 1, 2000, transcript request fees were eliminated. The Registrar will have authority to deny unreasonable requests. The University reserves the right to reinstate any/all fees at any time.