All student record-keeping at the University of Nebraska at Kearney is in compliance with the Family Educational Rights & Privacy Act (FERPA) of 1974. Release to a third party of any information not considered "directory" information requires written consent by the student.
LOCATION
Different records are maintained at different locations across campus. Offices maintaining education records include the following:
Office of Student Records and Registration (Founders Hall) - All records and documents pertaining to a student's academic standing and progress are maintained in a student's folder (e.g., transcripts, grade change forms, transfer transcripts, junior checks, and letters of substitution).
Undergraduate Office of Admissions (MSAB) - All records and documents pertaining to the admission of undergraduate students (e.g., application and high school transcripts).
Financial Aid Office (MSAB) - All records and documents containing scholarship and financial aid applications, supporting data, and records of scholarships and financial aid awards are maintained in the Office of Financial Aid located in the Student Affairs Building.
Counseling & Advising Center (MSAB) - All records relating to ACT scores and records of changes in programs of study and advisors.
Other offices such as Student Health, Public Safety, and the Graduate Office maintain records that relate to student activity in their area.
Public or Directory Information - The following information pertaining to students has been declared to be public information by the University of Nebraska at Kearney:
- Student name
- Address
- Telephone number
- Major field of study
- Participation in officially recognized activities and sports
- Dates of attendance
- Degrees and awards received
- Most recent previous education agency or institution attended by the student
- Current enrollment status
Students are advised that information other than public directory information may be released in emergency or life-threatening situations.
Release of Information to a Third Party - When a student provides written consent for release of information to another school, business, or agency, the University office or department complying with the request will notify the respective school, business, or agency that they must not pass on the information to a third party without the further consent of the student.
Directory Release Restriction - Students who do not wish to have any information, directory included, released on them, must complete a Request for Non-Disclosure Form in the Office of Student Records and Registration during the first week of every semester. A notation is made on the Student Information System that alerts the user not to release ANY information related to the student. Filing the Non-Disclosure Form prevents the University from even acknowledging that the student is enrolled.
TRANSCRIPT POLICIES
It is standard practice for the Office of Student Records and Registration to issue transcripts and provide access to an individual's academic record in strict accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974. A complete copy of the FERPA Act, also known as the Buckley Amendment is on file in the Office of Student Records and Registration for anyone wishing to examine it further.
Hours earned at an accredited collegiate institution are made a matter of record by the University. All hours presented on a transfer transcript that are accepted by the University of Nebraska at Kearney are posted on the transcript. The Office of Student Records and Registration will not reproduce a transcript from another institution unless it is for advising purposes. Official transcripts must be requested from the institution where the transcript originated.
Transcripts are provided in full only. No transcripts will be issued with an incomplete or partial record of a student's program-to-date. A student's cumulative GPA will include grades earned at all campuses of the University of Nebraska (UNL, UNO, UNK, and UNMC) effective July 1, 1991. Transfer credit from institutions outside the University of Nebraska System is recorded on the UNK record. However, the grades do not calculate into the student's cumulative GPA at the University of Nebraska at Kearney. Credits earned with a minimum grade of "C" from accredited institutions may be accepted and recorded on the transcript.
The following procedures shall be followed when granting a request for a transcript, or access to any part of a student's academic record.
TRANSCRIPT REQUESTS
Transcripts cannot be requested by phone. The individual must send a written request to the Office of Student Records and Registration to obtain a transcript. The following information should be included in the letter:
- Name of the individual requesting the transcript.
- Social security number of the individual.
- Previous names that the individual might have.
- The last date of attendance at KSC/UNK.
- The address to which the transcript is to be sent.
Information about specific grades and grade point averages cannot be released over the phone. If the individual requests specific information such as course descriptions or course titles, written requests should be submitted to the Office of Student Records and Registration and a reply will be returned to the individual.
FAXING OF TRANSCRIPTS
It is the policy of the Office of Student Records and Registration that transcripts will not be sent by fax and will not be received by fax. Any exceptions to this policy shall be decided by the Registrar. If it is determined that circumstances warrant the use of a fax machine, the charge for this service shall be $8 to send a transcript.
INDIVIDUAL REQUESTS AT THE OFFICE OF STUDENT RECORDS AND REGISTRATION
Students requesting transcripts at the Office of Student Records and Registration need to fill out a transcript request card for processing. The student will need to allow one to two days for the request to be processed. All transcripts that are to be picked up at the counter or sent directly to the individual requesting the transcript will be stamped "Issued to Student". Some organizations receiving transcripts marked "Issued to Student" may not consider them official transcripts. Individuals requesting transcripts should determine in advance whether such transcripts will be accepted. Transcripts may be provided on demand (while the requestor waits) with payment of a $5 rush fee.
If the individual is requesting a transcript for another person, it cannot be released to them unless they have a written note from the individual whose record is being requested.
INTERNAL COPIES AND ADVISOR ACCESS
Internal copies of a student's transcript and/or transfer work will be available for advising or evaluation purposes only. The copies must be requested by the advisor or the person doing the evaluation and must be sent directly to them. Students cannot request unofficial copies of their transcripts and cannot receive unofficial copies over the counter or through the mail. All copies that are for advising or evaluation purposes must be stamped "Unofficial".
Advisors wishing to see a student's record over the counter need to be checked on the SIS system to verify that they are listed as the student's advisor before they are allowed to see the record.
Any person wanting to see a student's record should have a valid reason for doing so. If there is any question as to the justification of the request, the person wanting to see the record will need to state the legitimate educational interest they have in that record and receive approval from the Registrar.
TRANSCRIPT REQUESTS THAT HAVE FINANCIAL HOLDS
If a student requests a transcript and a hold has been placed on the transcript by the Finance Office, the computer system will not produce the transcript. The Office of Student Records and Registration will immediately contact the Finance Office. The Finance Office is responsible for contacting the student by mail or phone and informing them of the hold situation.
When a student clears up the financial situation that necessitated the hold being placed, the Finance Office will immediately remove the flag and notify the Office of Student Records and Registration that the hold has been cleared and the transcript request can be processed.
FACULTY/STAFF REQUESTS FOR TRANSCRIPTS
Transcripts for faculty/staff are processed at no charge, however, a signed release is still required. A notation should be made on the request card that it is a faculty/staff request.
TRANSCRIPTS REQUESTED FOR ATHLETIC/ACADEMIC HONORS
Transcripts that are to be used for athletic/academic honors are processed at no charge. The athletic department must notify the Office of Student Records and Registration of the individuals that will be considered for the athletic/academic honor. The student/student-athlete must fill out a transcript request card and sign it before the transcript will be released to the athletic department for such awards and honors. A notation on the request card should be made that the request is for an athletic/academic award.
CHANGE OF CAMPUS
Upon completion of the Change of Campus Form by a student, copies of all KSC/UNK transcripts and transcripts from any other institutions that the Office of Student Records and Registration has on file are immediately sent to the institution the student has requested. At the end of the semester for which the change of campus was requested, an official transcript with final grades posted will be sent to the office indicated on the change of campus form for those students that were currently enrolled. Students not currently enrolled for the term that the change of campus request form was filed will need no further action as complete transcripts reflecting all KSC/UNK work were issued initially.
UNIVERSITY-TO-UNIVERSITY TRANSCRIPT REQUESTS
A request by an individual to have an official transcript sent to an office at UNO, UNL, UNMC, or the Nursing Department on the UNK campus shall be processed at no charge. There is no charge regardless of the dates of attendance for the individual at the KSC/UNK campus. This means that even if an individual attended before the July 1, 1991 transition date, the transcripts will still be sent at no charge.
MISCELLANEOUS TRANSCRIPT REQUESTS
Vocational Rehabilitation
There is no charge for transcripts to be sent to the vocational rehabilitation office. The transcript, however, is to be unofficial and properly marked so. A written release from the student must accompany each request.
State Probation
There is no charge for transcripts requested by the State Probation Office. The transcript is to be unofficial and properly marked so.