Page 79 - Texas Wesleyan Univ Catalog

University Policies 77
the University may be designated as having access to the records on a need-to-know basis. The University Registrar, in consultation with the Provost and Senior Vice President, will be the individual charged with responsibility for determining the need to know. Prior consent is not required for the release of educational information under certain circumstances such as the need to know by other school officials when a student transfers to another school, when requested by federal/state officials functioning in their official capacity, for financial aid purposes, to certain educational organizations, and in certain emergency situations.
2. Applicants for financial aid have an additional file that contains information submitted as part of the process of applying for financial assistance. Records involving financial aid are maintained by the Director of Financial Aid and are available to the Director and staff, the President, the Vice President for Enrollment and Student Services, the Provost and Senior Vice President, and to the Committee on Scholarships for the purpose of granting and administering the University's financial aid programs. All of these records also are available to such other organizations and persons as are entitled to them under Part 99 of the Code of Federal Regulations.
3. The University complies with the federal record keeping requirements relating to all students to which it issues a Form I- 20 Certificate of Eligibility, as listed in the Code of Federal Regulations 8 C.F.R. § 241.3(g)(1) including a) identification of the school, to include name and full address; b) identification of the student, to include name while in attendance (record any legal name change), date and place of birth, country of citizenship, and school's student identification number; c) current address where the student and his or her dependents physically reside, including a current mailing address in the Student and Exchange Visitor Information System (SEVIS). If the mailing address and the physical address are not the same, the University will maintain a record of both mailing and physical addresses; d) record of coursework, including the student's degree program and field of study, periods of enrollment for each course, course identification code and course title, number of credits, and grade; e) date of course withdrawals; f) grade point average for each session or term; g) cumulative credits or clock hours and cumulative grade point average; h) record of transfer-in credit accepted, including type of hours, course identification, grades; i) academic status, including the effective date or period if suspended, dismissed, placed on probation, or withdrawn; j) whether the student was certified for practical training, and the beginning and end dates of certification; k) title of degree or credential received, date conferred, program of study or major; l) SEVIS termination date and reason; m) written application to the school; n) transcripts or other records of courses taken, and other supporting documents, as part of the admission application; o) documentation that the appropriate admissions officer accepted the student for enrollment in a full course of study; p) documents used by the student to show financial support; q) medical documentation from a licensed medical doctor, doctor of osteopathy, or licensed clinical psychologist that was used by a student to substantiate an illness or medical condition for which a medical condition reduced course load in SEVIS was authorized; r) photocopy of the student’s most current Form I-20; s) photocopy of the student's latest U.S. visa, passport photo page,