From admission to graduation there are academic regulations for guidance. By educating yourself about university regulations you will be aware of the available options, existing restrictions, and university requirements.
Some academic regulations afford you the opportunity to request certain actions be taken. In these instances the university provides structured general university policies by which requests can be submitted, reviewed, and decisions rendered.
The Family Education Rights and Privacy Act (known of as FERPA) restricts what information can be released about students and in what capacity that information is to be used. The university takes the privacy of records very seriously. Please review this information, refer to it regularly, and contact our office with any questions.
What is FERPA? FERPA stands for the Family Educational Rights and Privacy Act of 1974. This legislation protects the privacy of your student records and regulates how information is utilized. Release of student records at Oregon State University is bound by the federal law (FERPA), the Oregon Revised Statutes, and by the Oregon Administrative Rules.
*Students' FERPA rights begin when they are considered a student at OSU. The institutional definition of a student is when an individual has registered for START or has registered for classes, whichever comes first.
To learn more about FERPA, please review these sources:
This form is to be used when there is a recommendation required for the college in which one is already a student. Some examples of when this form might be used is if a student is applying from a pre- program to a professional program or if a student is applying for a scholarship in their college or at the University.
This form is to be used when there is a recommendation or reference that will be submitted external to Oregon State University. This can also be used for when parents want to join in on an advising appointment, but remember, your office keeps this form.
NO information may be released about students who have established confidentiality of their records.
Students may restrict the release of their student information by completing a Confidentiality Request form. The Confidentiality Restriction prevents employees of OSU from providing any information, directory or confidential, to anyone. When a confidentiality restriction is in place we can only discuss a student’s record with the student if they are there in person with picture identification.
Now that FERPA training is hosted on Qualtrics, there is no completion certificate as in the past. Instead, we have worked with the CORE team to provide reporting mechanisms on FERPA training completion. Two CORE reports will help in identifying if someone has taken and passed their FERPA training. BIC2910 searches all employees in a selected organization, indicating who has completed FERPA training in the organization. BIC2911 allows one to search ID numbers to see if someone or a group of people have taken and passed their FERPA training. Both reports will include all employees, including students and GTAs. Note: Results do not display. Please allow up to 48 hours after the passing of one's training for information to appear in CORE.
The university posts campus security statistics in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.
If you receive a request for information follow these guidelines to determine what, if any, information can be released.
This section provides information about record retention requirements and statistical information available for the university.
Q: Is it legal for me to email my class about class assignments and other work?
A: Use of students' email addresses is acceptable for academic and educational purposes; the students' ONID addresses are the only officially recognized OSU email addresses and are available on Banner. Email addresses other than ONID are not directory information and cannot be released. If you plan to make electronic communication a part of class requirements, be sure to include that information in the course syllabus that every student receives. Students who do not want to use email for their class work need to be aware of the requirement so that they can adjust their schedule accordingly. Many professors find it useful to set up a list serve for their class. Network Engineering has a useful site for list serves, see OSU List Support. Use of students' ONID email addresses is acceptable for academic and educational purposes, and they must only be distributed to people who have an educational need to know. When in doubt, contact the Registrar's Office.
Q: Doesn’t it violate FERPA if I include confidential students (students who have established confidentiality of their records) in a mass email to all of my students?
A: Yes, it does. When you send email to a list of students in the To: line, then everyone can see all of the members on the list. It is important to exclude confidential students from the list. Then, you can send an individual email, with the same content as for all the other students, but addressed only to the confidential student. If you have more than one confidential student, you should send an individual email to each one of them.
Q: May I post grades?
A: You may post grades as long as only you and the individual student know who the grade is for. That is, you cannot use the students' names or their Student ID numbers. You can create a unique identifier (such as a number, NOT part of the Student ID number) for each of your students and post grades by that identifier. Be sure NOT to arrange the list in alphabetical order, even though the names are not printed. (NOTE: Do not pass a sign up sheet around the class asking students to write down their unique identifier. All of the students who see the list will have access to the identifiers of other students.)
Q: May I distribute students' graded exams and papers by putting them in a self-serve box so that students can easily pick up their papers?
A: Distributing students' exams and papers in this way violates their confidentiality by making confidential records available to the public. This is not an acceptable practice.
Q: What information may I give to a parent who wants to know how their student is doing—what their grade is in a particular class, or what their overall GPA is? What if the parent says they know their student got a D- and wants to know what can be done.
A: You cannot discuss any specifics about the student's grades. Use a conditional response: "If a student in my class earned a D-, I would suggest…" You also can advise the parent on how the student can get their grades if they don't have them: Web or student transcript from the Registrar's Office.
Q: What information may I give if the student is a dependent and the parent can prove it with tax records?
A: While federal law authorizes the release of records to parents of dependent students, it does not require it. The Oregon statute does not include release to parents as an authorized disclosure; since state law is more restrictive than the federal law, the university is bound by the state law. Only directory information may be released to parents of dependent or independent students.
Q: What information may be given if the student is no longer enrolled?
A: Only the same information as if the person were still enrolled as a student. Be sure to check whether the student had imposed confidentiality before leaving the university; if so, the confidentiality remains in effect.
Q: What information may be given if the student is deceased?
A: When a student dies, FERPA no longer applies, but since there may be other issues related to disclosure, the inquiry should be referred to the Registrar's Office.
Q: What if the caller is the Corvallis police, the FBI, or a representative of a government agency?
A: A student's permission is required to release their records to these representatives. Refer the caller to the Registrar's Office.
Q: What if the Corvallis police, the FBI, or a representative of a government agency only want the student's class schedule?
A: Class schedules are not directory information and may not be released. FERPA restrictions apply equally to law enforcement officials. Do not release the class schedule; refer the caller to the Registrar's Office.
Q: What if the FBI or federal agent says they need information about a student under the new anti-terrorism legislation?
A: The USA PATRIOT Act (2001) and other legislation specify guidelines for release of information. Refer all such inquiries to the Registrar's Office so that we can assure appropriate compliance.
Q: What information may I write in a letter of recommendation?
A: You can discuss information provided to you by the student, such as information from their resume, and information that you have gained in your academic relationship with the student. You cannot discuss any non-directory information without the student's specific written consent.
Q: The student organization I advise wants to invite all of the students in our major to their meeting. May they get a list of all students in our major along with their addresses?
A: Yes, major is directory information as are student name and current address. The current address is maintained by the student, and may be the student's address in Corvallis or at some other location. Other addresses are not releasable. You should address your request for this information to the Registrar's Office.
Q: What if a student organization wants a list of X ethnicity students to invite them to their function. May they get a list of all X ethnicity students?
A: Requests for student names by ethnicity, or for international students' names, must be referred to the Registrar's Office.
Q: What if someone requests a list of all of the students from X country?
A: Refer all such requests to the Registrar's Office.
Q: My advisee is at home ill with a bad cold, so her sister stopped by to pick up her PIN. Is it OK to give it to her so that my advisee can register?
A: The PIN is not directory information and may not be released to anyone but the student.
Q: A community organization that I belong to wants to sell exam week care packets to parents; our organization will then deliver them to the students. May we get a list of parents' names and addresses?
A: Parents' names and addresses are not directory information and may not be released.
The Office of the Registrar at OSU hosts a FERPA training module and quiz that is required for employees and affiliates to gain access to student information systems and is highly recommended for any employee or affiliate who works with students.
There are two training modules:
Individuals should participate in the training relevant to their designated role at OSU.
OSU non-student employees (i.e. staff, professional faculty, teaching faculty, administration) can access the online FERPA training and quiz module through the MyOSU Portal, under the “Employee” tab.
Once in the “Employee” tab, look for the section called “Employee Quick Links,” located on the right side of the screen. In that section, you should see a plus (+) sign next to “FERPA Training”—click that plus sign and then look for the “Faculty/Staff Training” link. Select that link. Please see the image below for visual instructions. Please note that the certificates produced by the old online FERPA training are no longer being accepted. If you need to provide evidence of FERPA training, you will need to take the training module hosted on the Portal. Once you have passed, you will be asked to submit your information, such as your name, OSU ID number, ONID email, department, and phone number. We will then designate in Banner that you have passed your FERPA training.
Graduate Teaching Assistants (GTAs), Undergraduate Teaching Assistants (TAs), and student employees serving in a role wherein they will encounter student data should participate in the online FERPA training and quiz module. This module is housed on the MyOSU Portal, under the “Employee” tab. Once in the “Employee” tab, look for the section called “Employee Quick Links,” located on the right side of the screen. In that section, you should a plus (+) sign next to “FERPA Training”—click that plus sign and then look for the “GRA, GTA & Student Employee Training” link. Please see the image below for visual instructions. Please note that the certificates produced by the old online FERPA training are no longer being accepted. If you need to provide evidence of FERPA training, you will need to take the training module hosted on the Portal. Once you have passed, you will be asked to submit your information, such as your name, OSU ID number, ONID email, department, and phone number. We will then designate in Banner that you have passed your FERPA training.
If you are a supervisor of a TA or student serving in a role that encounters student data and the student is not an employee of OSU, please contact the Office of the Registrar for assistance.
The following steps provide a simple means to determine what information may be released. Release of any information other than that listed in Step 3 may have serious legal implications. If you receive a request for information other than what is covered in these steps, refer the inquirer to the Registrar's Office. Refer ALL inquiries under the USA PATRIOT Act to the Registrar's Office.
All access and use at Oregon State University of the Social Security Number is prohibited except for meeting federal or state requirements, compliance and reporting.
You may copy these guidelines as needed, or request additional copies from the Registrar's Office. We suggest that you keep a copy by your telephone for ready reference.
Check the confidentiality of the student's records. Has the student restricted the release of all information?
If the student's record is CONFIDENTIAL, you must respond to the inquiry in a way that does not acknowledge the student's existence on campus. Example: "There is no information available on that person." If the person inquiring persists, you might suggest that they ask the student in question to contact the Registrar's Office directly, or refer the caller to the Registrar's Office.
If the student's records are NOT confidential, then determine what information about the student is being requested. Oregon State University will provide only the following Directory Information to all inquiries without students' written consent. Non-directory Information may not be released without written consent.
If anything other than the above information is requested the request should be denied. Refer all inquiries from law enforcement officials directly to the Registrar's Office. If there are other unusual and extraordinary circumstances, refer the request to:
NO information may be released about students who have established confidentiality of their records.
The following directory information is public record and may be released to any inquiry, unless the record in Banner is marked as confidential.
Current mailing address (CM address in Banner) and telephone number
OSU ONID email address
Campus office address
Class standing (e.g. freshman, sophomore, etc.)
|Student level (undergraduate, graduate, etc.)|
Major field of study
Full-time or part-time enrollment status
Status as a graduate teaching assistant or graduate research assistant and hours of service
Participation in officially recognized activities and sports
Dates of attendance
|Anticipated graduation date|
Degrees and awards received
Date(s) of degree(s)
Most recent previous educational institution attended by student
These policy guidelines are in accordance with Oregon Revised Statutes (ORS 351.065), the Federal Family Educational Rights and Privacy Act of 1974 (PL 93-380) [34 CFR Part 99], and Oregon Administrative Rule 576-020-0005.
This information is protected and MAY NOT BE RELEASED. If there are unusual and extraordinary circumstances refer the request to the Office of the Registrar, B102 Kerr Administration Building, 541-737-4048.
|Current email address (not ONID email address)|
|Month and day of birth|
Transcript: Official or unofficial
Transcript: Student copy
Social Security Number (complete or partial)
Student ID Number (whether SSN or generated ID). All access and use at Oregon State University of the Social Security Number is prohibited except for meeting federal or state requirements, compliance and reporting.
Graduation status; course work yet to be completed (Cannot report whether student has applied for graduation)
Current academic status (probation; suspension; petitions; readmit status. That a student has applied can be released, but the status of the application cannot be released.)
VA, Social Security Status
GPA (Grade-Point Average)
Parent or guardian name or address
All other information about a student
These policy guidelines are in accordance with Oregon Revised Statutes (ORS 351.065), the Federal Family Educational Rights and Privacy Act of 1974 (PL 93-380) [34 CFR Part 99], and Oregon Administrative Rule 576-020-0005.
Learn more about alert notification, directory information, registration information, and more at Student Information Online in the General Catalog.
What records do we retain? How long do we keep them? Refer to the General Records Retention Schedule that govern the maintenance of Curriculum and Instruction Records, Financial Aid Records, Students Records, and more. [Note: This link may not work in IE. Try Firefox and Google Chrome.]
Enrollment rates, graduation rates, and other data are provided by Institutional Research.
OSU has policies to govern operation of the university. They are published by the administering offices for easy reference.
OSU’s President and the President’s Cabinet have established general university policies to apply to faculty, staff, and students at Oregon State University. Be aware of these policies and refer to them during the course of your career at OSU.
OSU has defined an Acceptable Use of University Computing Resources policy to ensure that computing resources are used in a manner befitting the standards of the OSU community. Educate yourself regarding the policy and use resources responsibly.
The following guidelines, defined by the vice provost for information services and the university registrar, apply to the release of email addresses in compliance with FERPA and OSU’s policy, Acceptable Use of University Computing Facilities, which states, "The electronic mail system shall not be used for "broadcasting" of unsolicited mail (unless authorized by the department chair or unit head) or for sending chain letters. ('Broadcast' means more than one person as recipient; 'Unsolicited' means without authorization.)
The communication system shall not be used for sending of material that reasonably would be considered obscene, offensive, or threatening by the recipient or another viewer of the material." See Acceptable Use of University Computing Resources.
If a request is denied, the requestor will be encouraged to use postal mail.
OSU is committed to fostering a welcoming and diverse community environment. OSU Discrimination and Harassment Policies define the behavioral expectations of members of the OSU community.
OSU is committed to providing equal opportunities for all of our students. This policy defines the university's commitment to providing equal opportunity and support to disabled students, as well as faculty and staff. The offices of Equal Opportunity and Access and Disability Access Services are available to assist individuals with requests for access.
Prerequisites are established by Category II approval. No prerequisites or corequisites may be deleted from or added to a course or section without an approved Cat II. Prerequisites for a section must be in place before registration for a term begins.
If a non-credit or academic credit-bearing course is discontinued, that course number may not be re-used within six years of the last time that course was offered at Oregon State University. Any exceptions to this rule are solely at the discretion of the University Registrar.
Oregon State University (OSU) recognizes students may experience times of grief and bereavement due to the loss of someone close. The development of the Student Bereavement Guidelines was a collaborative effort of the Faculty Senate Executive Committee and Academic Advising Council, Academic Affairs and the Office of Student Life. The guidelines are intended to help students and faculty navigate a difficult situation while supporting academic success.
Students: In the unfortunate event that you experience the loss of a parent, guardian, sibling, spouse, roommate, or other person close to you, please notify or have a friend or family member notify your instructor(s) and academic advisor(s) if an absence is needed. Should you need to be absent from classes, please remember that you are responsible for providing documentation of the death or funeral services attended to your academic advisor(s). Documentation may include, but is not limited to a memorial service program or newspaper/website obituary notice.
If you are absent, upon your return to OSU please arrange to meet with your instructor(s) and advisor(s) to discuss options and strategies for catching up with missed academic work and for completing the term successfully, if possible. Consideration for academic assistance and the opportunity to complete the course are at the discretion of your instructor(s) and dependent on the nature of the course. Your advisor(s) can also help you access support resources in the OSU community, such as the staff of Counseling and Psychological Services (CAPS) and Spiritual Life @ OSU. OSU recognizes that in the immediate aftermath of a tragic loss, the farthest thing from your mind may be your academic situation. However, when you are ready and able to resume your studies or to take appropriate steps affecting your academic future, we in the OSU community are available to help you.
For additional information regarding absences from classes or Academic Regulations, please refer to the Office of Student Life FAQs page: http://studentlife.oregonstate.edu/main/student-faq
Faculty: The student is responsible for providing academic advisor(s) with documentation of the death or funeral service attended. The advisor(s) will notify instructors of the receipt of documentation. Documentation may include, but is not limited to, a memorial service program or newspaper/website obituary notice. Given proper documentation, the instructor may choose to excuse the student from class absences and provide the opportunity to earn equivalent credit and to demonstrate evidence of meeting the learning outcomes for missed assignments or assessments. Consideration for academic assistance and the opportunity to complete the course through alternate arrangements are at the discretion of the instructor and dependent on the nature of the course.
In support of these guidelines, it is hoped that OSU instructors will not penalize students who have provided verification of their bereavement needs. Additionally, OSU instructors are asked to offer reasonable compensatory experiences if appropriate, to ensure that students’ academic progress in the course will not be unduly compromised. These might include extending deadlines, allowing make-up exams, recalculating the weighting of scores from other course assignments or exams, or offering an incomplete, to name a few. The Center for Teaching and Learning is available to consult with instructors about options for designing compensatory experiences (541-737-2816, email@example.com). It is up to the instructor to determine what constitutes a reasonable compensatory experience in a given course.
Students at OSU are expected to behave in a manner consistent with the code of Student Conduct and Community Standards, which stresses abiding by the law and treating one another with dignity and respect. Please familiarize yourself with the established standards and conduct yourself in a manner that will maintain and grow the special community that exists at OSU.
Oregon State University supports students’ civic and legal responsibilities if called to serve on a jury while enrolled at OSU. Within this context, students who are called to serve on a jury should consult with their faculty and academic advisors about the impact of their jury service on their academic progress. In appropriate cases, students may ask the court to defer their service to a later term. In the event a student serves on a jury, the student is responsible for reporting her/his service and expected absences to instructors as soon as possible.
In support of this service, OSU faculty should not penalize students who have provided verification of their jury duty assignment under course attendance policies. Additionally, OSU faculty are expected to offer reasonable compensatory experiences to ensure that students’ academic progress in the course will not be unduly compromised. These might include extending deadlines, allowing make-up exams, or recalculating the weighting of scores from other course assignments or exams, to name a few. The Center for Teaching and Learning is available to consult with faculty about options for designing compensatory experiences, 541-737-2804; firstname.lastname@example.org). It is up to the instructor to determine what constitutes a reasonable compensatory experience in a given course.
If a student is forced to withdraw from a course or a term due to a prolonged term of service on a jury, the University will work with the student to mitigate any potential institutional academic and/or financial hardship. Under these guidelines, university offices may consider jury duty among the legitimate reasons to consider granting an exception to policies regarding student financial obligations. Again, it will be up to the student to initiate changes in her/his enrollment in consultation with academic advisors, the Office of the Registrar, Business Affairs, Housing and Dining Services, and the Office of Financial Aid and Scholarships.
Faculty may contact the Associate Provost for Academic Success and Engagement with questions, 541-737-6164.
The university takes copyright infringement seriously. As set forth in the Acceptable Use of University Computing Resources Policy, all students must abide by federal and state copyright laws when using university computing or network resources. The unauthorized publishing or use of copyrighted material on the university computer network is strictly prohibited and users are personally liable for the consequences of such unauthorized use. This specifically applies to Peer-to-Peer or P2P file-sharing of copyrighted music and movies. Students should be aware that by engaging in unauthorized sharing of copyrighted material, they not only violate university policy, but they may also be held criminally and civilly liable by federal and/or state authorities.
Under current copyright law, criminal cases of copyright violation carry a penalty of up to five (5) years in prison and a $250,000 fine. Civil penalties for copyright infringement include a minimum fine of $750 for each work. Oregon State University will subject students who violate this policy to discipline as appropriate. For a first-time violation of this copyright policy, students are required to pass a copyright quiz within 72-hours or else their network access is disabled. Repeated infringement is subject to disciplinary action by the Office of Student Conduct and Community Standards, up to and including expulsion from the university.
The policy regarding Unauthorized Peer-to-Peer (P2P) File Sharing and Other Copyright Infringement is available in its entirety for review.
The Undergraduate Planned Educational Leave Program is designed to allow a student to pursue other activities that will assist them in clarifying their educational goals, such as job opportunities and experiences away from campus, military deployment, time to resolve personal or medical problems, or other similar pursuits. The PELP allows an undergraduate student to temporarily suspend their academic work for a period of time (in accordance with AR 13a, 13b, and 13c), and resume their studies with minimal procedural difficulties. Utilization of PELP reserves the student’s right to keep their original academic catalog active during their absence. PELP should be used if the student will be absent for four or more terms.
The university has defined Academic Regulations to guide students, faculty, and advisors. Refer to these regulations often. Here we address some of regulations we regularly receive questions about, but this does not address every academic regulation.
When in doubt, refer to the Academic Regulations to determine if there are existing rules to help guide you.
Learn about the OSU grading system, GPA calculation process, and academic standing rules.
In addition to college and major requirements the university has defined university level requirements that must be met in order for a bacclaureate degree to be awarded.
There are policies and procedures for all registration procedures. Refer to the Registration Regulations section of this site for more information.
Learn more about the rules governing Finals Week by reading Academic Regulation 16.
Any student that wishes to pursue an exam for credit or waiver should familiarize themselves with the rules. Academic Regulation 23 provides the rules for Special Examination for Credit, while Academic Regulation 24 addresses the Special Examination for Waiver requirements. To request an exam for credit or waiver they must carefully read and follow all instructions to complete the Petition Examination for Credit/Waiver form. The completed petition is returned to the Office of the Registrar.
Students who are considering repeating a course for any reason should consult Academic Regulation 20 to learn how their academic record will be effected. You may also view our Repeated Courses video, which includes examples of how repeat rules are applied in certain common situations.
Instructors may consider attendance in the calculation of students’ grades. Refer to Academic Regulation 14 for more details.
Academic Regulations 17–19 describe the OSU grading system. The available grades and their associated point values are explained. Here you can also learn about the alternative grading system and the rules associated with these systems.
As stated in Academic Regulation 21 each term a list is published containing the names of students that completed at least 12 graded credits hours with a 3.5 or higher GPA. OSU News and Research Communications sends the Honor Roll to newspapers each term. Term-by-term honor rolls are posted here.
First-year students at Corvallis Campus (Cascades Campus and Ecampus students are excluded) that encounter academic difficulty during their first year at Oregon State University will be provided additional guidance from Academic Advisors in their respective college. This guidance is to help students transition to the requirements of the Oregon State University academic standards. Students in Academic Warning or Academic Probation within their first year will receive a registration hold placed on their account. The hold can be removed after meeting with an advisor in their respective college and developing a personalized plan for improving their academic success.
Students are expected to maintain the satisfactory academic progress standards set out in Academic Regulation 22. There are four possible academic standing statuses.
The Faculty Senate Committee on Academic Standing is charged with the responsibility for enforcement of the above regulations on Satisfactory Academic Standing. Additionally, this committee has discretionary authority to grant exceptions and to develop guidelines for the administration of these regulations.
1 An attempt comprises a final grade in a course where the grade is: A, A–, B+, B, B–, C+, C, C–, D+, D, D–, F, S, U, P, NP, I/Alternate Grade (where the Alternate Grade is one of these grades), W, or Y.
Students may petition once with the Registrar to exclude OSU courses from the calculation of institutional requirements, credits, and grade-point average, under the conditions defined in Academic Regulation 31 (Academic Fresh Start Policy).
To receive a degree you must meet institutional, college, and departmental requirements for a baccalaureate degree.
Maintaining regular contact with your academic advisor is key to ensuring you are making progress towards earning your degree. The university also provides online tools for students to track their degree requirements. Login to MyOSU and under My Student Stuff choose the MyDegrees link to check your degree progress.
The institutional requirements for baccalaureate degrees are described in Academic Regulation 25. In addition to institutional requirements, students also must meet college and departmental requirements for a baccalaureate degree.
Requests for substitutions should be submitted to the appropriate authority as stated in Academic Regulation 28.
Academic Regulation 29 states attendance at graduation exercises is optional and attending students are responsible for declaring whether or not they will attend commencement. For further details, visit the Graduation section of this website.
Academic regulations 26 and 27 govern the requirements for the awarding of additional baccalaureate degrees or credentials.
There are academic regulations to help guide students considering making changes to their registration. You may also consult the student registration section of this website for detailed procedural information.