.01
Policies and Procedures for Student Records
A.
A file is maintained for each student who registers at American
University. The degree student's
record begins in the Admissions Office, which assembles the application
and supporting papers and the records of actions of the admission. When
an applicant is approved for admission and registers, the file is forwarded
to the Office of the University Registrar. The only record normally
maintained for nondegree students who are citizens of the United
States is the record of their registrations
and their academic performance in classes. A full record is kept for
each international nondegree student.
B.
The purpose of the official student record is to document the student's
academic career and to provide a repository of information which can
be useful to advisors. All relevant materials are kept in the file until
the student has received the degree or has left the university. Periodically,
the basic materials in files are microfilmed and only the microfilmed
copy and the permanent record, on which the summary of the total record
is entered, are retained.
C.
Information needed for the continuing evaluation of the progress of
a student, grades earned, and the like, is sent by the University Registrar
to the dean of the student's college or school as it becomes available.
The complete file and the summary permanent record may be consulted
in the Office of the University Registrar by an authorized faculty member
or member of the administrative staff of the student's college, school,
or department. However, a student's file can normally be allowed to
leave the University Registrar's office only for compelling reasons
and then only on the written request of a dean or department chair.
The summary permanent record may not be removed from the Office of the
University Registrar.
D.
The various colleges, schools, and departments also develop files to
aid in the counseling and appraisal of their own students. Such files
are not, however, to be considered official. Important decisions relating
to a student's academic career should always be based on the information
contained in the file in the Office of the University Registrar.
E.
The student's name entered on the permanent records may be changed if
the name has been legally changed and if the change is supported by
court order. A student who is a married woman may change her name of
record to her maiden name by submitting a statement and other supporting
documentation. Changes of name on the permanent records will be made
for currently enrolled students only. Diplomas may not be changed or
reissued.
F.
The alteration or misuse of official student records, or attempt to
alter or misuse them, under any circumstances or for any purpose, will
result in the peremptory dismissal of any student or employee of the
university involved and the institution of such legal proceedings as
may be appropriate.
Manual
of Information, Regulations and Procedures, Section III, Academic Regulations,
third edition, pp.14‑14a; Vice President for Academic Affairs,
June 1976.
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