Student Records and Administrative Policy

Educational Records and Information Maintained

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

Student Academic Records

Student academic records are kept in the University Registrar’s Office on both the Biddeford and Portland campuses. 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 kept separate from education records and created by a law enforcement unit for law enforcement purposes.
• Medical, psychiatric, or psychological records created and used only for the care or treatment of a student may be made available to other appropriate professionals at the student's written request.
• Employment records, except for records of students employed because of their student status.
• Records containing information about a student obtained after they are no longer students.

Expunging Records

The institution maintains a student's official academic record in perpetuity. 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 before the destruction of records where the student has requested such access. Departments and offices that maintain education records may have specific policies regarding access to and retention of such records consistent with this policy and FERPA.

Student Conduct Records

Each campus’s Dean of Students Office maintains student conduct records and related files under the Family Educational Rights and Privacy Act of 1974 (FERPA). The Office of the Dean of Students maintains all student conduct and related files for no less than four years after separation from the University. Records may be destroyed at that time. Disciplinary records may be retained for more extended periods of time or permanently if specified in terms of disciplinary sanctions.

FERPA Student Rights

The Family Educational Rights and Privacy Act (FERPA) is a federal law aimed at protecting the privacy of student education records. Under FERPA, enrolled students at the University of New England, excluding applicants, former students, and alumni, have specific rights concerning their education records.

1. Right to Inspect and Review Education Records

Students can request to view their education records by submitting a signed written request to the University Registrar. Email requests are not accepted. The Registrar will inform students when they can access their records within 45 days. Students must provide valid identification before viewing records and must view the records during regular business hours, under supervision, in the designated location so as not to disrupt office operations. Any confidential, pre-1975 information, waived data, details about other students, and parental financial records will be redacted from the records provided. The Act does not require the institution to provide copies of records.

2. Right to Amend Education Records

Students can challenge the accuracy of recorded grades but not the judgment of the grades assigned due to their course performance. This distinction is important to ensure that students feel confident in the grading process and understand their rights. 

If record discrepancies are found, students should discuss (and submit their concerns in writing) with the office maintaining the record. If unresolved, students can submit a formal written request for amendment to the University Registrar. 

If denied, 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. The student can then request a formal hearing from the University Registrar in writing. The University Registrar will then appoint a three-person panel to review the objection and 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 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 the decision not to amend the record. 

Students will be notified in writing of the panel's decision and have the right to include a written statement in the record if they disagree.

3. Right to Control Disclosure of Education Records

Students have the right to provide written consent to disclosures of personally identifiable information in their education records, except where FERPA authorizes disclosure without consent.

The University of New England will disclose education records only with the student's written consent, except in specific situations, such as:

• To school officials with legitimate educational interests*
• To authorize federal or state officials for audit or program evaluation of federal or state-supported educational programs.
• To recognize accrediting organizations to carry out their accrediting functions.
• To state or local officials pursuant to the state statute concerning the juvenile justice system.
• In connection with the student’s application for, or receipt of, financial aid.
• To 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 identity of students is not revealed to anyone other than representatives of such organizations. Such information will be destroyed when it is no longer needed for the purpose for which it is conducted.
• In compliance with a judicial order or subpoena provided 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 emergencies, to 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.
• To other educational institutions for enrollment purposes
• For directory information
• To the student
• In cases where the final results of a disciplinary hearing are disclosed to the victim of an alleged crime of violence or non-forcible sex offense.
• In cases where the final results are disclosed of a disciplinary hearing involving an alleged crime of violence or non-forcible sex offense where a violation was committed.
• In legal actions between the Institution and the student
• To parents of students 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 it is determined the student committed a disciplinary violation.

*Note: A school official is a person employed by the University in an administrative, supervisory, academic, research, or 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 their task. A school official has a legitimate educational interest if they need to review an education record to fulfill their professional responsibility.

Recipients of disclosed information must be informed that they are not to share it without the student's written consent. 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 under 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 maintaining education records shall keep a record for each student with that student’s education record. The record shall list all individuals, agencies, or organizations that 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. Right to File a Complaint

Students can file complaints with the U.S. Department of Education if they believe the University of New England has violated FERPA regulations. 

Complaints should be addressed to:

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

This overview summarizes the rights and responsibilities under FERPA for students at the University of New England.

Directory Information and Disclosure

The University of New England identifies specific information in students' education records as directory information under FERPA guidelines. Unless a student explicitly requests otherwise, the University may disclose this directory information publicly. Here's the list of what the University considers as directory information:

• Student Name
• Address
• Relevant personal athletic statistics
• Class Level (e.g., PR, GR, UG - Senior, Junior, Sophomore, First-Year)
• Date of Birth
• Attendance Dates (Fall, Spring, Summer)
• Degrees and Awards received (with dates)
• Enrollment Status (full/part-time)
• Previous educational institutions attended
• Participation in sports and activities
• Phone Number
• Program of Study
• UNE email address
• Photo

*Note: UNE typically does not share personally identifiable student information, including directory information, with unrelated organizations.

If a student opts to restrict the release of directory information, the University will not disclose any such information without the student’s explicit written consent. This includes not listing the student’s name in the Dean’s List, student directory, commencement brochure, or any institutional publications or press releases. The Requests to Restrict Disclosure of Directory Information form can be found online or at the University Registrar’s Office.

Any restrictions on releasing directory information will remain in effect until the student provides written revocation. Forms to Reverse the Request to Restrict the Disclosure of Directory Information can also be found online or at the University Registrar’s Office.

Only the appropriate education records custodian can release non-directory information upon receiving a dated, written request from the student or after the student completes a Student Consent to Release Information form. These forms are available online or at the University Registrar’s Office. Consent remains valid until the student revokes it in writing. Revoke Student Consent to Release Information is also available online or at 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). This amendment allows federal funding to be cut if military recruiters are prohibited from recruiting on campus or 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., first-year, sophomore, junior), 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 only be released for military recruitment. 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 on letterhead, clearly identifying 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 to 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 of the disclosure of information.

Revised May 2, 2023.

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, using their Nor'Easter ID provided at the time of enrollment. Electronic coursework must be submitted only through the LMS or 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.).

Petition to Graduate and Receipt of Diploma

During their final year of enrollment, students expecting to fulfill all degree requirements need to complete an online "Petition to Graduate." This form is accessible through the "Apply to Graduate" link in UNE Compass. Submitting this form initiates the final steps in verifying degree completion, confirming the correct name for the diploma, ensuring accurate mailing addresses, and indicating participation in the May commencement ceremony.

Petitions to Graduate Due Dates:

If a student changes their mailing address after submitting the form, the student must update the University Registrar's Office with the new details. The University Registrar's Office strives to verify and post degree completions and mail out diplomas within six to eight weeks following a student's completion of studies.

The University of New England awards degrees three times annually, but there is only one commencement ceremony each year. The commencement ceremony occurs at the conclusion of each spring semester, typically in May. Students who fulfill all academic requirements are recognized as members of the "Class of...[specific year]." Before receiving their degree and diploma from the University of New England, student names must receive approval from the Board of Trustees based on faculty recommendations.

Students who complete their degree requirements before the official degree conferral date may be eligible for early graduation documentation in certain situations. Requests for these verification letters should be directed to the Office of the University Registrar. 

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

For more information, see:

• Frequently Asked Questions About Graduation
• Commencement Ceremony

Leave of Absence Policy

A matriculated student may request a leave of absence for up to one academic year, equivalent to two consecutive semesters. This leave must receive approval from the academic dean, program/school director, or their representative. To apply for a leave of absence, students must complete the Request for Leave of Absence form, available from the respective program/school director, Student Affairs, University Registrar's Office, or online. 

While on an approved leave of absence, students are classified as "active/not enrolled" and cannot enroll in courses for credit at another institution*. If a student returns as planned, there's no need for readmission procedures. However, failure to return as scheduled will result in the student being administratively withdrawn and subject to readmission procedures.

Students planning to return from a leave of absence should contact the University Registrar's Office well before the returning semester to update their status, enabling access to course registration. Details about tuition credit during a leave of absence can be found in the Financial Information sections of this catalog. Students receiving financial aid should consult with a financial aid representative before finalizing their leave of absence.

Please note: Students must inform the appropriate academic dean's office, program/school director (for graduate students), University Registrar, or their representative (for undergraduate students) if there are any changes to their plans.

*Students enrolled in university-sponsored dual enrollment programs are exempt from this enrollment restriction.

University Withdrawal Policy

Matriculated students intending to withdraw from the University must complete the University Withdrawal and LOA Request form, available online or at the University Registrar’s Office. The form requires signatures from designated academic and administrative personnel. 

Students are responsible for:

• Understanding the University's policies on tuition and fee refunds, as detailed in the respective catalog. 
• Returning their university identification (ID) card to the Office of Student Affairs. 
• Returning any University keys to the appropriate departments. 

The University may withhold refunds and transcripts until these procedures are finalized. Should a withdrawn student wish to re-enroll at the University of New England, they must submit a new application through the Office of Admissions.

Change of LEGAL Name Policy

To update a legal name in the Student Information System (Banner), students must provide the University Registrar's Office with:

1. A copy of a government-issued photo ID displaying the new name.
2. Legal documentation supporting the name change, translated into English if necessary.

Accepted Government Photo IDs include:

• Social Security Card with the updated name, accompanied by a government-issued photo ID
• State Driver's License or state-issued photo ID
• Passport
• Military Identification Card

Please note: Marriage certificates are not accepted as valid name change documentation.

Matriculated students should submit the required documents to the University Registrar's Office. Applicants who haven't yet matriculated should provide the documents to the Admissions Office.

Response Time and End-of-Term Processing

Due to the high demand for registration services across both campuses, student record service requests cannot be immediately processed. Students should expect a turnaround time of three to five business days for their requests. 

At the conclusion of each fall and spring semester, the University Registrar’s Office experiences a surge in processing grades, completions, and verifications after receiving instructors’ final grades. This end-of-term processing typically takes up to two weeks following the last final exam.

For students graduating in the spring semester, degree verification, posting, and diploma printing/mailing occur after completing the end-of-term grade processing. Normally, diplomas are mailed out six to eight weeks after the last final exam. Students are advised to anticipate these waiting periods.

Students should plan accordingly when ordering transcripts, grade reports, or degree verifications when coordinating with employers, graduate schools, agencies, or licensing boards.

Transcripts

Transcripts are issued through the National Student Clearinghouse (NSC) via the NSC Official Transcript Order Site or upon receiving a written and signed request from the student. This protocol safeguards individual privacy and reduces the risk of transcript misuse for fraudulent activities. Electronic transcripts may be delivered within 24-48 hours of order submission while students should expect a processing time of three to five business days for   mailed paper transcripts to be processed. However, during peak periods at the end of the fall and spring semesters, this may extend to two weeks.

Official transcripts are typically sent directly to educational institutions or employers specified by the student. When transcripts are given to students for onward delivery, they come in a sealed envelope. Opening such sealed transcripts renders them unofficial. Unsealed transcripts issued directly to students are labeled "Issued to Student" and are considered unofficial.

Methods of Request

1. Online (Recommended for Fast Service)

Electronic transcripts can be ordered online 24/7 through the National Student Clearinghouse (NSC) via the NSC Official Transcript Order Site.

For assistance with electronic transcript requests, visit the NSC Help Page. You can also contact NSC at (703) 742-4200 or transcripts@studentclearinghouse.org.

2. UNE Compass

Students and alumni with UNE Compass access can request electronic transcripts by:

• Logging into UNE Compass
• Selecting the “My Student Profile” tile
• Clicking the “Transcript Request” link under Student Records

3. Transcript Request Form (Paper Transcript Only)

Complete and sign the Transcript Request Form (PDF) from the list of forms on the Office of the Registrar’s webpage for official paper transcript requests. Submit the form:

• Via email to registrar@une.edu
• Via fax to (207) 602-5927 
• In-person at Decary Hall 114 (Biddeford Campus) during business hours

Methods of Delivery

1. Electronic Delivery (Recommended for Fast Service)

E-Transcripts are securely delivered within 24-48 hours of order submission. Delays may occur due to account holds or federal holidays.

Payment for E-transcripts must be made via the National Student Clearinghouse. There's a $2.90 handling fee for transcripts delivered within NSC's network and a $3.90 fee for those outside the network.

2. Standard Mail Delivery

Printed transcripts are processed and mailed within 3-5 business days, not including the time the U.S. Postal Service takes to deliver them.

Rush and tracking services are not available for standard mail.

3. In-Person Pick-Up

Printed transcript requests are processed within 3-5 business days. Students will be notified via email when their transcript is ready for collection.

For in-person collection, students must present their photo ID for verification.

Unofficial Transcripts

Current UNE students and alumni with UNE Compass access can view their unofficial transcripts by selecting the "View Transcript” link in My Student Profile.