Several kinds of academic files are maintained by the Academic Advising Center and the Academic Standards Board. The Honors Council maintains the files of Honors students. All LS&A students have a standard academic advising file containing admissions material, test scores, unofficial copies of academic records, memoranda, correspondence, and cards upon which academic advisors or Members of the Academic Standards Board make notes of their conversations with a student. Information of a sensitive nature may be removed from the academic advising file at the discretion of a member of the Academic Standards Board or at the request of the student and placed in a special file. These special files are also created for those students charged with some form of academic misconduct, and for recording grade grievances filed by students.
Students have the right to examine all materials in their own academic files except for confidential admissions material collected prior to January, 1975, and except for parents' confidential financial statements submitted by LS&A Scholarship applicants. Students who wish to review their advising files may do so by scheduling an appointment with an academic advisor. Access to Academic Standards files may be obtained by an appointment with Assistant Dean Nurse.
Students may request duplicate copies of any information in their academic files at cost except for copies of academic records, parents' confidential financial statements, and confidential admissions materials collected prior to January, 1975. They may also add clarifying notes and other materials to their advising files at any time. Requests for deletion of material from an advising file should be directed to
Dr. Judge (Academic Standards),
Dr. Reinarz (Academic Advising Center), or
Professor Van der Voo (Honors). Additions to or deletions from judiciary or Academic Standards files should be discussed with Assistant Dean Nurse.
Access to student advising files is restricted. Only official academic advisors, members of the Academic Standards Board and clerical staff who assist in carrying out official advising or Academic Standards Board functions have direct access to these files. Only the Assistant Dean for Student Academic Affairs and individuals directly involved in a judiciary or grade grievance case have direct access to special academic files. Parents, faculty, and graduate school admission committees do not have access to specific academic files without authorization from the student.
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