Review Your Education Records
This page summarizes the formal university procedure for responding to a student's request for a record review, record amendment or hearing. To read these policies in full, see the Student Record Review or Amendment Requests page.
Reviewing Your Education Records
If you need to review one of your education records, submit a written request to the CU Boulder official who maintains that record (e.g., registrar, dean, academic department chairperson). In the request, identify the records you want to review by indicating the record type, the topic discussed, the creation date or any other relevant information that can help them narrow the request.
The record custodian must respond to your request within a reasonable period of time, but not more than 45 days after you submit the request. If the records are not maintained by the record custodian to whom the request was submitted, the custodian will assist the student in identifying the correct custodian. For information about where certain student education records may be located, see Guidelines for Location of Student Records.
The record custodian will assemble the record(s) you requested and redact any information about other students included in the record(s), then notify you of the time and place where you can inspect the record(s). If the record custodian doesn't know you personally, you'll need to prove your identity by presenting photo identification or other appropriate documentation before you review the record(s).
If the record custodian needs to deny your request, they'll consult with the registrar and then document the reason for the denial in writing.
Amending Your Education Records
If you believe information contained in your record(s) is inaccurate, misleading or violates privacy rights, you may ask the university to amend the record(s). If the problem stems from a clerical or other processing error, contact the record custodian and follow the established process to affect the necessary corrections. Similarly, you should pursue the grievance and/or appeal process if you have a concern about the appropriateness of an awarded grade or other academic determination. (This procedure does not apply to students who desire to challenge a grade; those students should follow the academic grievance policy in their college, school or program.)
If the desired correction of processing errors is not accomplished through standard channels, or if the requested amendment is not related to processing errors or substantive academic decisions, the following procedure applies.
- The record custodian will review the amendment request and any related documentation that you've submitted. The record custodian may request additional information from you to help make a determination.
- Within a reasonable time after they receive your written request, the record custodian will decide whether to grant it.
- If the record custodian grants your request, they will amend the education record and inform you in writing of the action taken.
- If the record custodian denies your request, the custodian shall inform you in writing of the decision and of his or her right to a hearing on the matter. Additional information about the hearing procedures will be provided to the student when notified of the right to a hearing.
Requesting a Hearing
If the record custodian denies your request, you have 90 days from the date of the denial to request a hearing. The registrar or an appointee with no direct interest in the outcome of the hearing will serve as hearing officer. The hearing officer cannot review any matter regarding the appropriateness of official grades or other such academic determinations.
The hearing will be conducted according to the following procedures:
- A hearing will be scheduled within a reasonable period of time after you submit your petition. The hearing officer will give reasonable advance notice of the date, time and place of the hearing to all concerned parties.
- The hearing officer will give you an opportunity to present evidence relevant to the contested part of the education record. You may have a representative present at the hearing, but that person cannot participate.
- The hearing officer may receive any evidence and testimony, orally or in writing, relevant to your challenge to the record content. The hearing officer will not be bound by the rules of evidence applicable in courts of law, but they may permit the introduction and receipt of evidence they determine is relevant.
- Within a reasonable period of time, the hearing officer will issue a written decision based solely upon the evidence you presented at the hearing. The hearing officer will provide a copy of the decision, including a summary of the pertinent evidence, to you, the record custodian and the registrar. The hearing officer's decision is the university's final decision.
- If the hearing officer determines that the information in your education record is inaccurate, misleading or otherwise in violation of your privacy rights, the hearing officer will require the record custodian to make the necessary amendments. The record custodian will inform you in writing when the amendment has been made.
- If the hearing officer determines that the information is not inaccurate, misleading or otherwise in violation of your privacy rights, they will inform you in writing of your right to place a statement in the record commenting on the contested information and/or stating why you disagree with the hearing officer's decision. The university must keep your statement with the contested part of the record for as long as the record is maintained, and they must disclose the statement whenever they disclose that portion of the record.
Again, the content above is a summary of the formal university procedure for responding to a student's request for a record review, record amendment or hearing. To read these policies in full, see the Student Record Review or Amendment Requests page.