NOTICE OF PROPOSED REGULATION AMENDMENT
Date: February 12, 2008
REGULATION TITLE: REGULATION NO.:
Confidentiality of Student Records 6C1-4.007
SUMMARY: The amendment removes electronic mail (e-mail) address from the categories of
publicly available information (directory information) about students. Other changes clarify
AUTHORITY: BOG Resolution dated January 7, 2003
COMMENTS CONCERNING THE PROPOSED REGULATION SHOULD BE
SUBMITTED WITHIN 14 DAYS OF THE DATE OF THIS NOTICE TO THE
CONTACT PERSON IDENTIFIED BELOW. The comments must identify the regulation
you are commenting on.
THE PERSON TO BE CONTACTED REGARDING THE PROPOSED REGULATION
IS: Rebecca J. Holt, Administrative Assistant, 123 Tigert Hall, Post Office Box 113125,
University of Florida, Gainesville, Florida 32611, 352-392-1358 office, 352-392-4387 facsimile,
NAME OF PERSON WHO APPROVED THE PROPOSED REGULATION: Patricia
Telles-Irvin, Vice President for Student Affairs
THE FULL TEXT OF THE PROPOSED REGULATION IS ATTACHED TO THIS
UNIVERSITY OF FLORIDA
6C1-4.007 Student Affairs: Confidentiality of Student Records.
(1) The President delegates to each Vice President the responsibility for maintaining
the confidentiality of all student records within his area of responsibility. Each Vice President
may designate an individual in his or her area as the custodian of records for that area.
(2) All student records maaincludin the Dean of Students Off academice, Waynecordse Reitz Union,
Office for Student Financial Affairs, Career Reseource Center, Depadrment of Housing and
Residence Education, and University Couisciplinary recordnselis ar Center, are deemed confidential. except that directory information as defined
inerfnmatin whiy be released withtot the consent of the stden t i nvoled unless a stent th
op lete d a Requestdet re orndis include f i nretoy Iformieation, wacadeic ir yards, oaa e aohe
records and disciplinary records are confidential except that directory information as defined
herein may be released without the consent of the student involved unless a student has
completed a Request for Nondisclosure of Directory Information, which is available from the
Office of the University Registrar, 222 Criser Hallnot public information.
(3) Directory information includes: name, class and college, local and permanent
addresses, listed telephone number, enrollment status, most recent previous educational
institution attended, dates of attendance at the University of Florida, major, degree earned, nature
and place of employment at the University, honors and awards received, participation in
officially recognized or registered activities and sports, and weight and height of members of
(43) Information contained in student records except that data which is directoryptbli-
information will be open for inspection only by the student, or parents of dependent students as
defined by the Internal Revenue Service, and designated members of the professional staff of the
University. _The department custodians of student records and their designees may release
information from such records only upon written authorization from the student or as otherwise
provided by law. Records which are created or maintained by the University Counseling Center
and used only in connection with treatment provided to a student are available only to persons
providing such treatment; provided, however, that such records can be personally reviewed by an
appropriate professional of the student's choice.
(54) EachThe Dean or Director of each unit in the Division of Student Affairs is the
official custodian of the records in his or her unit and will designate those staff members who
have access to student records. _The Dean or Director or the Dean or Director's designees has
responsibility for identifying those University agencies outside of the Division of Student Affairs
that shall have access to the particular student records involved.
(65) All requests for research dealing with data from records are referred to the
custodian of the records involved. Such requests should be in writing and should include
appropriate faculty approval. In addition, the researcher will guarantee that identifiable data
about any individual will not be published or made available to others.
(76) Traditional requests from scholastic honor societies (e.g., Phi Eta Sigma, Alpha
Lambda Delta) for membership eligibility based on grade point average shall be granted when
such requests are approved by the Dean of Students or designee.
(87) Counseling, disciplinary, and academic records are maintained separately.
(98) With the exception of pPlacement records, student conduct records, and records
required for audit purposes in the Office for Student Financial Affairs, student records in Student
Affairs offices are not maintained longer than four (4) years after departure from the University
unless such records reflect on the student's eligibility to return to the University.
(109) All policies and procedures governing the maintenance and release of student
records in Student Affairs offices are made public and are subject to review periodically by
appropriate student, faculty, and administrative groups.
Specific Authority: BOG Resolution dated January 7, 20031001. 74(4") S.
Law Implemented 1002.22, 1006.52(1) FS.
History--New 9-29-75, Amended 1-28-80, 8-4-80, Formerly 6C1-4.07, Amended 7-11-
94, 5-1-96, 6-21-00, 1-19-03, 12-31-03, 7-19-05,