File Confidentiality and Availability
The official academic records of all students, past and present, are housed in the registrar's office. The official transcript contains identifying information, a complete record of all coursework, transfer credits, academic status and any degree(s) or certificate(s) granted. The transcript is kept as a permanent record of the University.
The student's academic folder, which is kept for matriculated students, includes:
- degree requirement check sheet
- application for admission
- high school transcript(s)
- CEEB and/or other standardized test score reports
- Transcript(s) from other colleges attended
For nonmatriculated students, only a permanent record of coursework completed at Notre Dame is retained.
These files, including the permanent record, are open for student review upon request. Members of faculty or administration also have access to the files if they have legitimate interest in the material and demonstrate a need to know.
Additional Academic Files
The office of the associate academic dean maintains a file on each matriculated Women's College student, while the director of CAUS maintains the records of their students. These files may include registration-related forms, waiver forms, academic history and correspondence. These files are retained for the use of the dean's and director's offices only. They are not official records or documents.
Academic advisors receive copies of academic history reports of their advisees. They also maintain a check sheet of the student's progress toward degree requirements. These files are retained for the advisor's use only and are not official records or documents.
Any additional academic files held by individual members of faculty and/or administration are for the use of the individual holder only.
For additional information about release of academic records, background check, obtaining release of records for deceased students and more academic record policies, see the University catalog.
Directory information may be released to the general public without prior written consent of the student. Notre Dame considers the following to be directory information:
- Date and place of birth
- Phone number
- Degrees and awards received
- Dates of attendance
- Participation in official activities/sports
To prevent the release of directory information, the student must present a written request to the registrar's office before the first Friday of each semester. This information release hold is valid for one semester and must be submitted at the beginning of each subsequent semester. If a hold is placed on the release of information, that hold prohibits the release of all items of directory information to all outside persons, organizations or agencies.
Privacy Rights of Students
Notice is hereby given that Notre Dame of Maryland University is prepared to comply with the provisions of the Family Educational Rights and Privacy Act of 1974 (Public Law 90-247, as amended) and any regulations that may be promulgated there. Students and others who want specific information regarding their rights of access to institutional educational records maintained in their names are advised to contact the registrar's office.