
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 Office of the Registrar. Refer ALL inquiries under the USA PATRIOT Act to the Office of the Registrar.
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 Office of the Registrar. We suggest that you keep a copy for reference.
Step 1
Check the confidentiality of the student's records. Has the student restricted the release of all information?
Step 2
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 Office of the Registrar directly, or refer the caller to the Office of the Registrar.
Step 3
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.
Step 4
If anything other than the above information is requested, the request should be denied. Refer all inquiries from law enforcement officials directly to the Office of the Registrar.
NO information may be released about students who have established confidentiality of their records.
At OSU, we take protecting student education data seriously. In each instance where we provide an individual access to student education data (other than their own), we must assess what legitimate educational interest exists to justify providing access. The following are guidelines we follow when considering requests to provide students access to other students’ education data:
First, we consider whether the student is an employee of the institution.
If the student is not an employee of OSU, we ask about the level of the student (e.g. undergraduate, graduate).
The following directory information is public record and may be released to any inquiry, unless the record in Banner is marked as confidential.
Student's name |
Current mailing address (CM address in Banner) and telephone number |
OSU ONID email address |
Campus office address |
Student's home city, county, state, country |
Class standing (e.g., freshman, sophomore, etc.) |
Student level (undergraduate, graduate, etc.) |
College |
Major field of study |
Honors |
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.
You can still limit what appears on the directory even without a confidentiality request. To do so, go to MyOregonState, click Resources, and click on 'Directory Profile.'
This will take you to your Profile. Scroll down to the bottom of the page where you see the 'Other' section and click 'Directory Profile.'
This will show you a list of directory items. With the exception of your name and, if you are an employee, your employee data, you are able to check or uncheck what information you want displayed in the directory. Click 'Update' to save these changes.
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, 541-737-4331.
Student's Gender |
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. |
Grades earned |
Credits earned |
Graduation status; course work yet to be completed (Cannot report whether student has applied for graduation) |
Residency status |
Fees paid |
Holds (registration or other) |
Class rank |
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) |
Class schedule |
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.