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University of Iowa Committee on Human Rights policies, 1958-1986

1972-05-15 Policy on Confidentiality of Student Records Page 2

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administrative, or student advisory duties [illegible – which is not incompatible [?] professional [standards [?] ethics]. Members of the faculty and administrative staff for whom work with such information is not a part of their established duties must demonstrate to the Dean of Admissions and Records a legitimate need for the information before being granted access to confidential student records. Clerical personnel approved by administrative or academic staff may have limited access to records when performing a function of their office.

3. Research Access. Faculty and students may request access to confidential information about students for the purpose of research. The Director of Admissions and the Registrar may authorize release of information if the investigator has obtained the written permission of each individual student who is part of the sample or, without such permission, if the information requested is not identifiable as to an individual student. All other requests for confidential information for the purpose of research will be submitted to the University Human Rights Committee for referral to the University Research Council and Committee C. These two bodies may approve a request only if the need to identify individuals is central to the research, no other reasonable method of obtaining the necessary information is available, and the information being obtained is deemed incapable of being used in such a way as to prejudice the well-being of individual students. These bodies will also decide whether the investigator should be required to inform and seek the consent of all students whose records he desires to use. In any event, a student's records may not be used in any research project if he has expressly forbidden release of information about himself by written notification to the Dean of Admissions. Each year students shall be informed by prominently published notices or other appropriate means of their right to forbid release of information in this manner. In all cases, the investigator must pay the actual cost of retrieving the information and, if the information is not obtained from the computer file, conditions may be imposed to safeguard the confidentiality of records. Investigators may be required to have the information retrieved by a member of the Office of Admissions and Records staff on a time available or overtime basis.

4. Student Access to Own Records. A student may view all information in his record in the possession of the Dean of Admissions and Records, and other University offices, except letters or memoranda solicited by the University with the understanding that disclosure of such letters or memoranda will not be made to the student.

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-2- administrative, or student advisory duties [illegible – which is not incompatible [?] professional [standards [?] ethics]. Members of the faculty and administrative staff for whom work with such information is not a part of their established duties must demonstrate to the Dean of Admissions and Records a legitimate need for the information before being granted access to confidential student records. Clerical personnel approved by administrative or academic staff may have limited access to records when performing a function of their office. 3. Research Access. Faculty and students may request access to confidential information about students for the purpose of research. The Director of Admissions and the Registrar may authorize release of information if the investigator has obtained the written permission of each individual student who is part of the sample or, without such permission, if the information requested is not identifiable as to an individual student. All other requests for confidential information for the purpose of research will be submitted to the University Human Rights Committee for referral to the University Research Council and Committee C. These two bodies may approve a request only if the need to identify individuals is central to the research, no other reasonable method of obtaining the necessary information is available, and the information being obtained is deemed incapable of being used in such a way as to prejudice the well-being of individual students. These bodies will also decide whether the investigator should be required to inform and seek the consent of all students whose records he desires to use. In any event, a student's records may not be used in any research project if he has expressly forbidden release of information about himself by written notification to the Dean of Admissions. Each year students shall be informed by prominently published notices or other appropriate means of their right to forbid release of information in this manner. In all cases, the investigator must pay the actual cost of retrieving the information and, if the information is not obtained from the computer file, conditions may be imposed to safeguard the confidentiality of records. Investigators may be required to have the information retrieved by a member of the Office of Admissions and Records staff on a time available or overtime basis. 4. Student Access to Own Records. A student may view all information in his record in the possession of the Dean of Admissions and Records, and other University offices, except letters or memoranda solicited by the University with the understanding that disclosure of such letters or memoranda will not be made to the student.