Student Records and Administrative Policy

Student Records and Administrative Policy uneadmin

2023–2024 Educational Records and Information Maintained

The University does not maintain a single record or file consisting of all materials and information pertaining to students in any one location. Instead, various segments of the education record are kept in a variety of offices.

2023–2024 Student Academic Records

Student academic records are kept in the University Registrar’s Office on both the Biddeford campus and on the Portland campus. Records are maintained/retained under the Family Educational Rights and Privacy Act of 1974 (FERPA) and upon recommendations made by the American Association of Collegiate Registrars and Admissions Officers (AACRAO).

The term “education records” does not include:

  • Records of faculty and administration that are in the sole possession of the maker and are not accessible or revealed to any other individual except a temporary substitute.
  • Law enforcement records, which are kept separate from education records and which are created by a law enforcement unit for a law enforcement purpose.
  • Medical, psychiatric, or psychological records created and used only for the care or treatment of a student. These records may be made available to other appropriate professionals at the written request of the student.
  • Employment records, except for records of students employed because of their status as students.
  • Records that contain information about a student which is obtained after they are no longer a student.

2023–2024 Expunging Records

The official academic record of a student is maintained in perpetuity by the institution. The University Registrar’s Office is the custodian of this record. No other record is officially designated as a permanent record. Other records can be expunged at the discretion of specific department heads wherein a record resides. Access rights shall be honored prior to the destruction of records where the student has requested such access. Departments and offices which maintain education records may have specific policies regarding access to and retention of such records which are consistent with this policy and FERPA.

2023–2024 Student Conduct Records

Student conduct records and related files are maintained by the Dean of Students in the Student Affairs Offices on each campus. Student conduct records/files are maintained under the Family Educational Rights and Privacy Act of 1974 (FERPA). All student conduct and related files are maintained by the Office of the Dean of Students for a period of no less than four years after separation from the University. Records may be destroyed at that time. Disciplinary records may be retained for longer periods of time or permanently if specified in the terms of disciplinary sanctions.

2023–2024 Student Rights

The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of a student’s education records. Under FERPA, students who are presently enrolled at the University of New England (but not applicants seeking admission to the University), former students, and alumni have certain rights with respect to their education records.

1. The right to inspect and review the student’s education record.

  • A written request by a student to the University Registrar identifying the records they wish to inspect.
  • The University Registrar is obligated to inform the student when the requested record will be made available. The office has up to 45 days to respond. In most instances, the response will be made promptly.
  • Students are obligated to properly identify themselves (valid government-issued photo identification or student identification card) before being shown their record.
  • Students are obligated not to interfere with the normal operation of the office in which the record is being maintained.
  • Students are obligated to examine the record during regular hours maintained by the particular office.
  • Prior to giving a student their record for examination, all confidential data received prior to January 1, 1975, any information waived by the student, any information pertaining to other students, and any financial records of parents will be removed.
  • The examination will be supervised.
  • The Act does not require the institution to provide copies of records.

2. The right to request the amendment of the student’s education records that the student believes to be inaccurate, misleading, or in violation of the student’s rights of privacy.

  • For the purpose of this policy, a student may not challenge the judgment of a grade that has been assigned to their performance in a course but may challenge the accuracy of the recording of a grade.
  • The student should discuss their objection (submitted in writing) with the designated person in the office where their records are maintained and try to resolve the problem through informal discussion.
  • If no agreement is reached through informal discussion, the student should submit a formal letter to the University Registrar, clearly identifying the part of the record they want amended, and explain how it is inaccurate or misleading. If it is determined not to amend the record as requested by the student, the University Registrar will notify the student of the decision and advise the student of the right to a hearing regarding the request for amendment.
  • If not satisfied, the student should file a written request for a formal hearing to the University Registrar.
  • Upon receipt of a written request for a formal hearing, the University Registrar will appoint a panel of three members to hear the objection and advise. The University Registrar will appoint one of the panelists to serve as chairperson. Once appointed, the panel will hold a hearing within two calendar weeks. The panel must provide an opportunity for a presentation of evidence relative to the objection stated and must render a decision in writing to the University Registrar within one week following the conclusion of the hearing. The University Registrar must inform the student in writing within ten working days of any amendment made, or of the decision not to amend the record. If the decision is not to amend, the student has the right to place a statement in the record commenting on the contested information.

3. The right to provide written consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

The University of New England will disclose information from a student’s education records only with the written consent of the student, except for disclosures to the following:

  • To school officials with legitimate education interests. A school official is a person employed by the University in an administrative, supervisory, academic, research, support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, National Student Clearinghouse, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, or assisting another school official in performing his or her task. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfil his or her professional responsibility.
  • To authorized federal or state officials in connection with an audit or evaluation of federal or state-supported educational programs.
  • To state or local officials pursuant to the state statute concerning the juvenile justice system.
  • Records released in connection with the student’s application for, or receipt of, financial aid.
  • Organizations conducting studies on behalf of educational agencies in connection with predictive tests, student financial aid programs, and the improvement of instruction provided that the identify of students is not revealed to anyone other than representatives of such organizations. Such information will be destroyed when no longer needed for the purpose of which it is conducted.
  • Recognized accrediting organizations in order to carry out their accrediting functions.
  • Records released on the basis of judicial order or lawfully issued subpoena and on condition that every effort is made to notify the student of the subpoena or order, except where a court or other issuing agency has ordered that there be no notification.
  • In an emergency, appropriate persons as determined by the custodian of the records, if the knowledge of information from the particular record is necessary to protect the health or safety of the student or other persons.
  • Disclosure to another educational institution where the student seeks or intends to enroll.
  • Disclosure of directory information.
  • Disclosure to the student.
  • Disclosure of the final results of a disciplinary hearing to the victim of an alleged crime of violence or non-forcible sex offense.
  • Disclosure of the final results of a disciplinary hearing involving an alleged crime of violence or non-forcible sex offense where a violation was committed.
  • Disclosure in a legal action between the institution and the student.
  • Disclosure to parents of a student under 21 regarding the student’s violation of any Federal, State or local law, or any rule or policy of the University, governing the use or possession of alcohol or a controlled substance if the University determines the student committed a disciplinary violation.

Records released to any individual or group shall be transmitted on condition that the individual or group is informed that they may not permit any other party to have access to such information without the written consent of the student. The recipient shall also be notified in writing that if compliance with this requirement is not acceptable, all records shall be returned, unused, to the institution. The prohibition on the re-release of records does not apply in the case of disclosures of directory information, disclosures pursuant to a subpoena, court order or litigation; disclosures to the student; or disclosures of the final results of a disciplinary hearing involving an alleged crime of violence or non-forcible sex offense where a violation was committed.

Each office that maintains education records shall maintain a record for each student with that student’s education record. The record shall list all individuals, agencies or organizations which have requested or obtained access to each disclosure of the student’s education record. Disclosures to school officials and disclosures made in response to certain subpoenas or orders described above shall not be recorded.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University of New England to comply with the requirements of FERPA.

The name and address of the Office that administers FERPA is:

U. S. Department of Education, Student Privacy Policy Office, 400 Maryland Avenue, S.W. Washington, DC, 20202-4605

2023–2024 Directory Information and Disclosure

The University of New England has designated certain information contained in the education records of its students as directory information for purposes of FERPA. Directory information may be publicly shared by the University*, unless the student specifically requests that directory information not be released. The University of New England has designed the following as directory information:

  • Student Name
  • Address
  • Appropriate personal athletic statistical data
  • Class Level (PR, GR, UG - Senior, Junior, Sophomore, Freshmen)
  • Date of Birth
  • Dates of Attendance (Fall, Spring, Summer)
  • Degrees and Awards received (including dates)
  • Enrollment Status (full/part-time)
  • Most recent previous educational institution attended
  • Participation in sports and activities
  • Phone
  • Program of Study
  • UNE assigned email address
  • Photo

*UNE normally will not supply non-related organizations with personally identifiable student information, including directory information.

If a student requests that directory information not be released, no information will be released to any requestor, including insurance companies and prospective employers, without the express written consent of the student. Further, the student’s name will not be included in the published Dean’s List, student directory, commencement brochure, or any other institutional publication or press release. Requests to Restrict Disclosure of Directory Information are located online or in the University Registrar’s Office.

Requests to Restrict Disclosure of Directory Information will remain in effect until revoked in writing by the student. Forms to Reverse the Request to Restrict the Disclosure of Directory Information are located online or in the University Registrar’s Office.

Information beyond directory information can be released by the appropriate education records custodian only on the basis of a written, dated request by the student or by the student’s completion of a Student Consent to Release Information form. These forms are located online or in the University Registrar’s Office. Student consent will remain in effect until revoked in writing by the student. Forms to Revoke Student Consent to Release Information are located online or in the University Registrar’s Office.;

The Solomon Amendment

Institutions of higher education receiving Federal grants and contracts are subject to the “Solomon Amendment.” (10 U.S.C. 1983 § 549). It allows federal funding to be cut if military recruiters are prohibited from recruiting on campus or are prohibited from accessing student directory information for recruiting purposes.

Covered student directory information (“student recruiting information”) is defined as name, address, telephone number, age or date of birth, place of birth, academic major, level of education (e.g. freshman, sophomore, freshmen), degree awarded, and educational institution in which the student was most recently enrolled. Where there is a conflict between the Family Educational Rights and Privacy Act of 1974 (FERPA), the Solomon Amendment would supersede FERPA. A student who has requested non-disclosure of directory information to any party under FERPA remains protected.

Under the Solomon Amendment, information will be released for military recruitment purposes only. The military recruiters may request student recruitment information once each academic term or semester for each of the eligible units within the five branches of the service:

  1. Army, Army Reserve, Army National Guard
  2. Navy, Navy Reserve
  3. Marine Corps, Marine Corps Reserve
  4. Air Force, Air Force Reserve, Air Force National Guard
  5. Coast Guard, Coast Guard Reserve

The request must be submitted in writing and on letterhead which clearly identifies the unit of service requesting the student recruitment information.

USA Patriot Act

Section 507 of the USA Patriot Act amends FERPA in a significant way to make it easier for Federal Officers and employees to secure, and therefore for institutions to release, education records without student consent. Under the amendments, the Attorney General, or designee, may obtain an ex parte order requiring an institution to turn over education records relevant in a terrorism investigation without the consent of or notice to the student or parent. The amendment provides that an institution is not required to keep a record the disclosure of information.

Revised May 2, 2023.

2023–2024 Online student verification

University of New England students enrolled in online or hybrid courses must access the campus learning management system (Brightspace) through our Single Sign-On system Okta, by using their Nor'Easter ID provided at the time of enrollment. Electronic coursework must be submitted only through the LMS or through the University of New England (student@une.edu) Office365 email system. Additional methods of authentication that may be used at the University's discretion are proctored examination systems, third party publisher platforms (McGraw Hill Connect, Pearson MyLab, etc.), and the use of personally identifiable information to verify identity (e.g. student ID, date of birth, address, etc).

2023–2024 Petition to Graduate and Receipt of Diploma

In the last year of enrollment, students who anticipate completion of all degree requirements must submit an online petition to graduate. The Petition to Graduate form is available via the "Apply to Graduate" link in U-Online. The completed form sets into motion all final processing towards verification of the degree completion, correct spelling of name on the diploma, correct mailing address, and indication of plans to participate in the May commencement ceremony.

If a mailing address should change after submission of the form, the student is responsible for notifying the Registrar's office of a new address. It is the goal of the registrar's office to verify/post degree completions and mail out diplomas within six-eight weeks of a student's completion of studies.

Commencement is held at the end of each spring semester (usually May) and students who will have completed successfully all degree requirements per academic policy are considered to be in the "Class of...[that particular year]." Student names must be approved, on the recommendation of the faculty, by the Board of Trustees prior to being authorized a degree and diploma from the University of New England.

Under some circumstances, documentation of early graduation may be possible for students who complete all of their degree requirements prior to the date of the degree conferral. Requests for degree completion letters should be made to the Office of the University Registrar. UNE confers degrees three times each academic year. There is a single Commencement Ceremony. If graduation is anticipated by the end of:

If graduation is anticipated by the end of: Submit the petition to graduate by:
Summer Semester June 30
Fall Semester September 30
Spring Semester January 30

Further information regarding graduation procedures can be obtained from the Office of the University Registrar.

For more information see:

2023–2024 Leave of Absence Policy

A leave of absence for a specified period of time, not to exceed one academic year (two consecutive semesters) may be granted to a matriculated student with the authorization of the academic dean, program/school director or designate, and upon completion of the required Request for Leave of Absence form available from the respective program/school director, Student Affairs, University Registrar's Office, or online. A student who is on an approved leave of absence has the status "active/not enrolled" and may not enroll in courses for credit at another institution*. Application for readmission is not necessary if the student returns as planned. However, the student who does not return at the specified time will be administratively withdrawn and will be subject to readmission procedures. A student returning from a leave of absence should contact the University Registrar's Office well in advance of returning semester so that status changes are made allowing the student to access courses. The policy related to the leave of absence tuition credit can be found in the respective Financial Information sections of this catalog. Students with financial aid should meet with a financial aid representative prior to completing leave of absence paperwork.

Note: It is the responsibility of the student to contact the office of the appropriate academic dean or program/school director (graduate) or University Registrar or designee (undergraduate) to indicate the change of plans.

*This requirement is waived for students participating in University sponsored dual enrollment programs.

2023–2024 University Withdrawal Policy

All matriculated students who wish to withdraw from the University must complete a University Withdrawal and LOA Request form found online or in the University Registrar’s Office. Documentation must be signed by designated academic and administrative authorities. Student responsibilities include: (a) knowledge of the University's policies regarding refund of tuition and/or fees as stated in your respective catalog; (b) return of University identification (ID) card to the Office of Student Affairs; (c) return of any University keys in your possession to the appropriate departments. The University reserves the right to withhold the issuance of refunds and transcripts until the process has been completed. Following withdrawal, any student wishing to re-enroll at the University of New England must apply through the Office of Admissions.

2023–2024 Change of Name Policy

A student who wishes to change his/her legal name in the Student Information System (Banner) must provide a copy of the Government issued photo ID with the new name, and a copy of the Legal name change documentation in English.

Examples of Government Photo ID accepted:

  • Social Security Card with the new name and a government-issued photo ID
  • State Driver's License or state-issued photo ID
  • Passport
  • Military Identification Card

Matriculated students should submit this documentation to the Registrar's Office. Applicants for admission who have not yet been matriculated should submit the appropriate documentation to the Admissions office.

Please Note: Marriage certificates will not be accepted as name change documentation.

2023–2024 Response Time and End-of-Term Processing

Due to production demands in registration services (both campuses), requests for student records services cannot be processed on demand. Students are advised to plan on a three-to-five-business day turn-around on requests.

At the end of each fall and spring semester, registration offices must process significant volumes of grades, completions, and verifications after all final grades are submitted by instructors. This end-of-term processing is not finished for a minimum of two weeks after the last final exam.

For students graduating at the end of the spring semester: degree verification, posting, and diploma printing/mailing must be done after end-of-term grades are processed. Diplomas are not normally mailed for a minimum of six-eight weeks after the last final exam. Students are advised to anticipate waiting these periods of time, and should plan ahead when working with employers, graduate schools, agencies, or licensing bureaus when ordering transcripts, grade reports, or degree verifications.

2023–2024 Transcripts

No official transcript will be issued until all financial obligations have been met.

Transcripts are issued only at the written and signed request of the student. The purpose of this policy is to protect the privacy of the individual concerned and to minimize the possibility of the use of another's transcripts for fraudulent purposes. Students are advised to plan on a three-to-five-business day turn-around on requests. Due to the volume of transcript requests received at the end of fall and spring semesters students should plan on a two-week turnaround on requests.

Official transcripts are normally issued directly to other educational institutions or prospective employers designated by the student. Official transcripts issued to the student for purposes of transport to another party can be provided in a sealed envelope but will be considered unofficial if opened by the student. Unsealed transcripts issued directly to students are considered unofficial and may be stamped "Issued to Student."