Student Records Policy
View our Student Records Policy FAQ.
Western Oregon University is committed to the privacy and security of our students. The Student Records Policy outlines the policies established by the university to maintain the confidentiality of students' education records. Western Oregon University Student Records Policy complies with the Family Educational Rights and Privacy Act (FERPA) - sometimes called the Buckley Amendment - which provides guidelines for maintaining the confidentiality of education records and monitoring the release of information from those records.
FERPA is a federal regulation enacted in 1974 that has since had many amendments. Responsibility for oversight of FERPA compliance rests with the Department of Education’s Family Policy Compliance Office. For complete information on FERPA, see their web site at
WOU is required to annually notify students of the rights afforded to them under the Family Educational Rights and Privacy Act (FERPA). WOU is providing this notification to you to comply with the notification requirements under this Act.
More Detailed Explanation of Rights under FERPA
One exception, which permits disclosure without consent, is disclosure to school officials with legitimate education interests. A school official includes a person employed by the university in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel, persons serving on the Crisis Assessment, Response and Education team, and health staff); a person, company, or entity with whom the university has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Education; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
Family Policy Compliance Office
Education records are those records directly related to a student maintained by the university or by a party acting for the university.
Except as provided in FERPA or other applicable law, the University will not disclose personally identifiable information from a student's education records unless the student provides a written release containing:
The University discloses education records without a student's prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel, persons serving on the Critical Incident Response team, and health staff); a person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Education; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the University.
Some records created and maintained by the University, although not covered by FERPA, may be subject to other federal and state statutory disclosure requirements.
FERPA authorizes the University to make public disclosure at its discretion, upon request, of directory information including: student's full name; student's photograph; dates of enrollment; local, permanent and electronic addresses and telephone numbers; place of birth; participation in officially recognized activities and sports; weight and height of members of athletic teams; class level; program of study; numbers of credit hours earned (not grades); degrees and awards received; the most recent educational institution attended; job titles and dates of employment for student employees who have been or are paid from university administered funds.
The table below indicates directory information that may be released if students have not requested confidentiality. It also indicates student information that may not be released even for students that have not requested confidentiality.
Students may choose to restrict release of their directory information. When the release of directory information is restricted, the fact that an individual is currently a student, has ever been enrolled, or has earned a degree at Western Oregon University, will not be released (to anyone, including prospective employers).
Once a student restricts the release of directory information, in order to conduct any business with the university, the student must go in person to the office involved, with photo ID, or, via mail or fax, provide a written request for release containing the following:
Once a student restricts the release of directory information, no information will be provided to anyone - parents, relatives, friends, other students, or prospective employers - who may wish to contact the student or verify student status at the university, without a written release from the student containing the elements listed above.
Restricted Directory Information is made available only where an emergency is involved, at the direction of a court order, or to Western Oregon University staff and faculty with a legitimate educational need to know.
A Prevent Disclosure form is available in the Office of the Registrar, Administration Building Room 106, 345 North Monmouth Ave, Monmouth, OR 97361 and from our website. Complete the form, including signature and date, and return it in person. Photo identification is required (and will be required for all future information requests).
A request to place or remove the restriction is effective no later than two working days after it is received in the Office of the Registrar.
Duration of the restriction
The restriction of information is permanent until the student requests, in writing, that it be removed. The restriction will remain in place even after the student has stopped attending or has graduated from the university.
Faculty and staff are responsible for protecting the identity of students and keeping student grades confidential. Grades or evaluations linked to personal identifiers (names, WOU ID numbers, or Social Security numbers) may not be publicly disclosed. Grades or evaluations may be posted only by using randomly generated codes or numbers. The return of graded papers or other assignments must also be accomplished in a manner that protects the identity of the student.
Students who request letters of reference or recommendation from Western Oregon University faculty or staff members need to do so in writing. Such letters or statements are most effective if they contain specific information about the student’s academic or work performance; this type of information is considered “non-directory” information and cannot be released without the signed written consent of the student, according to the Family Educational Rights and Privacy Act (FERPA) and Western Oregon University Student Records Policy.
A student request authorizing release of non-directory information should contain the following:
The Office of the Registrar has composed a FERPA-compliant authorization to release form that must be used when requesting references/recommendations. Login to the WOU Portal and click "Referral And Recommendation Request."
The WOU ID number is an eight-digit number prefaced by a V, randomly generated and assigned at the time of first admission. The WOU ID number is imprinted on the student's ID card. WOU ID numbers will not be released except to the student who comes in person to the Office of the Registrar with photo identification, or in response to a written request for release from the student containing the four elements listed previously under Release of education records.
Students are requested to provide voluntarily their Social Security numbers to assist OUS (and organizations conducting studies on behalf of OUS) in developing, validating, or administering predictive tests and assessments; administering student aid programs; improving instruction; internal identification of students; collection of student debts; or comparing student educational experiences with subsequent workforce experiences. When conducting studies, OUS will disclose a Social Security number only in a manner that does not permit personal identification of a student by individuals other than representatives of OUS (or the organization conducting the study for OUS) and only if the information is destroyed when no longer needed for the purposes for which the study was conducted. By providing their Social Security number, students are consenting to the uses identified above. This request is made pursuant to ORS 351.070 and 351.085. Provision of the student’s Social Security number and consent to its use is not required and, if a student chooses not to do so, he/she will not be denied any right, benefit, or privilege provided by law. A student may revoke consent for the use of his/her Social Security number at any time by contacting the Office of the Registrar.
University Registrar ph: (503) 838-8327; fax: (503) 838-9696 | or e-mail: firstname.lastname@example.org