SECTION: STUDENT SERVICES INDEX: D-10

SUBJECT: STUDENT DIRECTORY INFORMATION

 

POLICY

The university honors student directory information requests by external agencies.  Student listings will include specifically requested information as long as such requests fall within the guidelines of public information printed in the UH-Victoria catalog, available at UHV Catalog 2005-2006 :: Index (under Registration and Records).  Students who have requested that no directory information be released will not be included in the listings.

 

PROCEDURE

The following procedure will be followed for student directory information requests:  

  1. Requests for public information can be received by mail, e-mail, fax, or the written request can be delivered in person-- all are acceptable.  Requests by fax or e-mail must be sent as follows to ensure the request is properly handled.
    1. Requests may be e-mail to publicinformationrequest@uhv.edu
    2. Requests may be faxed.  Administrative related requests may be faxed to (361) 570-4825.  Academic related requests may be faxed to (361) 570-4314.
    3. Indicate the subject as "Public Information Request."
  2. Because a timeline is triggered when the written request is received, the request must be forwarded the same day to the appropriate administrator:
    1. Administrative related - forward to the Director of Business Services.
    2. Academic related - forward to the Provost.
  3. The Provost's Office or the Department of Business Services, as appropriate, will then forward the written request immediately to the UHS Office of General Counsel.  Hardcopy requests should be faxed or electronically scanned and transmitted to General Counsel or, if not practical, sent via overnight mail to  General Counsel.  Requests should include the "Request for OGC Advice" form as a cover letter.
  4. Once the Office of the General Counsel receives the request, that office will coordinate the release of any requested information and will determine whether the information is to be released, or whether it falls within an exception to the Open Records Act.  If an exception is claimed, the Office of General Counsel must request an opinion from the Attorney General of Texas within 10 business days of the original receipt of the request by the University.
  5. Charges to the requestor for recovery of costs (i.e. duplication of copies, computer resource charges, personal charges, etc.) if any, for providing the requested information will be determined by the General Counsel, in consultation with campus officials using the cost guidelines in the Texas Public Information Act.

Approved by:

 

Signature obtained        5/17/06
Tim Hudson, Ph.D.       Date
President

Next review:  May 2008
Origination: Office of Admissions and Records