Student Records

Student Records

The University maintains various records of students to document their academic progress and to record their interaction with University staff and officials. Except for the directory of currently registered students, which is open to the public, students’ records are generally considered confidential. The directory provides information on each student’s name, ID number, college, course, classification, and email address.

The following policies govern access to student records that are confidential in nature:

● Each type of student record is the responsibility of a designated University official, and only that person or the Dean, Director, or Vice-Chancellor to whom that official report has the authority to release a record in the absence of said official.

● Confidential educational records and personally identifiable information from those records will not be released without the written consent of the student involved. However, it shall be released without said written consent to the concerned University personnel in connection with the student’s application for financial aid in response to a judicial order or subpoena, or in a bonafide health or safety emergency.

● The responsible official may release records to University personnel with a legitimate need for the information.

● University personnel who have access to student educational records in the course of carrying out their University responsibilities shall not be permitted to release the record to persons outside the University unless authorized in writing by the student or as required by a court order. Only the official responsible for the records has the authority to release them.

● All personal information about a student shall be released to a third party on condition that no one else shall have access to it except upon the student’s consent.

Withholding of Records

When a student has pending financial obligations to the University, or when he/she has been charged with an official disciplinary action, the appropriate University officials may 

request that the student’s record (e.g., transcripts, registration forms) be withheld. Units and offices shall submit before the end of each semester the names of students with financial accountabilities to the University Registrar so that the release of records may be withheld. Prior to any release of records in the case described above, the Office of the University Registrar must receive written authorization from the official who originally requested the action, indicating that the student has met the obligation.

Release of Grades

An official report of grades is routinely released to a student and mailed to him/her at the end of every semester.

Policy on Transcripts

A student’s transcript of records is released by the Office of the University Registrar upon the student’s completion of a program upon application by the student and presentation of a student clearance and official receipt of payment of the transcript preparation fee. “Partial” transcripts are not issued.

Official transcripts of records obtained from other institutions submitted to the University for admission and/or transfer of credit become part of the student’s permanent record and are issued as true copies of the UPOU transcript.

Amendment: “A student’s transcript of records is released by the Office of the University Registrar upon the student’s request and payment of the transcript preparation fee, and upon clearance by the university.” (Amended during the 35^th University Council Meeting held on December 8, 2010 at the Audio-Visual Room, UP Open University Headquarters, Los Baños, Laguna, Philippines and through Video Conferencing at the National Computer Center Building,

C.P. Garcia, Diliman, Quezon City).

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