Or. Admin. Code § 583-030-0044 - State Responsibility for Student Records
Effective January 13, 2015:
(1) Pursuant to OAR
583-030-0035(14),
transcripts held by the Commission, an authorized school, or a third-party
credential service are permanent and shall never be destroyed.
(2) The state is ultimate custodian of
records documenting in transcript form the admission, academic degree credits,
and performance ratings of Oregon students enrolled in postsecondary schools
that have been authorized by the Commission to offer instruction or related
services in or from Oregon leading to degrees that are valid as public
credentials. Whenever such transcripts appear to be at risk of damage, loss, or
misappropriation, the Commission may direct a school to change its practices in
order to safeguard the records, and the school shall comply
immediately.
(3) If such an
authorized school plans to discontinue operations or is warned by the
Commission specifically because of failure to safeguard student records, the
school shall promptly furnish to the Commission current transcripts for all
past and present students in an electronic format approved by the
Commission.
(4) If such an
authorized school discontinues operation or has degree authorization revoked or
suspended, it may seek Commission permission to place original transcripts in
the custody of another authorized school, or a third-party credential service
that will continue to issue them on behalf of former students. The Commission
may approve another school as custodian or else seek possession of the original
transcripts, if necessary by court order.
(5) The Commission may take possession of
transcripts from a closing Oregon unit of a non-Oregon degree granting school,
if that appears to be the only way to protect Oregon residents who were
enrolled at the Oregon unit.
(a) The school
shall submit an electronic copy of student transcripts to the Commission when
the permanent repository of the transcripts is not the Commission pursuant to
OAR 583-030-0061(6)(g)(F)
(b) The school shall provide to
the Commission a digital PDF copy of individual student transcripts, with
filenames in a format directed by the Commission pursuant to OAR
583-030-0061(6)(g)(G)
(c) Records transferred to the
Commission shall be retained permanently. Students may request copies of
transcripts by written request on a form provided by the Commission along with
a $12.00 application fee. Students will receive one unofficial copy and three
official sealed copies. The student may request an official copy be sent to an
employer and/or postsecondary school by indicating such on the records request
form. Transcripts will not be provided to third party credential services for
education verification in compliance with FERPA rules for student protection.
20 U.S.C. §
1232g; 34 CFR Part 99.
(6) Upon taking possession of student
academic transcripts, the Commission will issue a transcript copy at the
request of any student, except that the Commission will not issue such
transcript copies while any unit of the school of origin or the assigned
custodial school can administer their issuance. Individual student records are
confidential and not subject to public records requests.
Notes
Statutory/Other Authority: ORS 348.606
Statutes/Other Implemented: ORS 348.606
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