Oregon Administrative Rules
Chapter 589 - HIGHER EDUCATION COORDINATING COMMISSION, OFFICE OF COMMUNITY COLLEGES AND WORKFORCE DEVELOPMENT
Division 4 - STUDENT RECORDS
Section 589-004-0750 - Recordkeeping Requirements
Universal Citation: OR Admin Rules 589-004-0750
Current through Register Vol. 63, No. 9, September 1, 2024
(1) A college shall maintain a record of each request for access to and each disclosure of personally identifiable information from the education records of each student:
(a) The college shall maintain
the record with the education records of the student as long as the records are
maintained;
(b) For each request
or disclosure the record must include:
(A)
The parties who have requested or received personally identifiable information
from the education records; and
(B) The legitimate interests the parties had
in requesting or obtaining the information;
(c) Colleges that maintain electronic records
may flag those records to refer to disclosure information which applies to all
students;
(d) For purpose of
ongoing submission of records to OCCURS, a single record or electronic flag
referring to OCCURS policy on data elements collected and transmitted shall
constitute appropriate recordkeeping.
(2) If a college discloses personally identifiable information from an education record with the understanding authorized under section (1) of this rule, the record of disclosure required under this section must include:
(a) The
names of the additional parties to which the receiving party may disclose the
information on behalf of the college; and
(b) The legitimate interests under OAR
589-004-0500 which each of the additional parties has in requesting or
obtaining the information.
(3) A college is not required to keep records of disclosures when the disclosure is to:
(a)
The student who is the subject of the record;
(b) A college official with a legitimate
educational reason under OAR 589-004-0500(1);
(c) A party with written consent from the
student; or
(d) A party seeking
directory information.
Stat. Auth.: ORS 326.051, 341.015 & 341.290(17)
Stats. Implemented: ORS 341.290, 20 U.S.C. Sec 1232g(b)(5) & 34 CFR Sec. 9932(a)
Disclaimer: These regulations may not be the most recent version. Oregon may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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