OAR 583-030-0044: State Responsibility for Student Records

(1) Pursuant to OAR 583-030-0035(14), transcripts held by the Commission, an authorized school, or a third-party credential service are permanent and shall never be destroyed. (2) The state is ultimate custodian of records documenting in transcript form the admission, academic degree credits, and performance ratings of Oregon students enrolled in postsecondary schools that have been authorized by the Commission to offer instruction or related services in or from Oregon leading to degrees that are valid as public credentials. Whenever such transcripts appear to be at risk of damage, loss, or misappropriation, the Commission may direct a school to change its practices in order to safeguard the records, and the school shall comply immediately. (3) If such an authorized school plans to discontinue operations or is warned by the Commission specifically because of failure to safeguard student records, the school shall promptly furnish to the Commission current transcripts for all past and present students in an electronic format approved by the Commission. (4) If such an authorized school discontinues operation or has degree authorization revoked or suspended, it may seek Commission permission to place original transcripts in the custody of another authorized school, or a third-party credential service that will continue to issue them on behalf of former students. The Commission may approve another school as custodian or else seek possession of the original transcripts, if necessary by court order. (5) The Commission may take possession of transcripts from a closing Oregon unit of a non-Oregon degree granting school, if that appears to be the only way to protect Oregon residents who were enrolled at the Oregon unit. (a) The school shall submit an electronic copy of student transcripts to the Commission when the permanent repository of the transcripts is not the Commission pursuant to OAR 583-030-0061(6)(g)(F). (b) The school shall provide to the Commission a digital PDF copy of individual student transcripts, with filenames in a format directed by the Commission pursuant to OAR 583-030-0061(6)(g)(G). (c) Records transferred to the Commission shall be retained permanently. Students may request copies of transcripts by written request on a form provided by the Commission along with the transcript fee specified in OAR 583-030-0046. Students will receive one unofficial copy and three official sealed copies. The student may request an official copy be sent to an employer and/or postsecondary school by indicating such on the records request form. Transcripts will not be provided to third party credential services for education verification in compliance with FERPA rules for student protection. 20 U.S.C. § 1232g; 34 CFR Part 99. (6) Upon taking possession of student academic transcripts, the Commission will issue a transcript copy at the request of any student, except that the Commission will not issue such transcript copies while any unit of the school of origin or the assigned custodial school can administer their issuance. Individual student records are confidential and not subject to public records requests.