Requests to Amend Records
A student who believes that an education record maintained about the student is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA may request amendment of the record. This provision does not apply to academic decisions about a student’s performance or to the outcome of any grievance, complaint, investigation, disciplinary proceeding, or appeal pursuant to other UT Southwestern policies.
- Informal Requests. A student may request the opportunity to informally discuss amendment of the record with the Dean. If agreement is reached with respect to the student’s request, the appropriate records will be amended. If the record is not amended pursuant to the student’s request, the Dean will inform the student of the decision and of the student’s right to request a formal hearing.
- Requests for a Formal Hearing.
- A request for a formal hearing must be made in writing to the Dean. Within a reasonable period of time after receiving such request, the Dean will appoint a hearing officer and will inform the student of the date, place, and time of the hearing.
- A student may present evidence at the hearing relevant to the issues raised and may be assisted at the hearing by an adviser of the student’s choice, which may be an attorney, at the student’s expense. If the student is assisted by an attorney, the UT Southwestern administration will be assisted by an attorney from the Office of the Vice President for Legal Affairs and/or The University of Texas System Office of General Counsel. The hearing officer will be assisted by an attorney from the Office of the Vice President for Legal Affairs. The advisers may confer with and advise their respective party, but are not permitted to question witnesses, introduce evidence, and make objections, or present arguments to the hearing officer.
- The decision of the hearing officer will be based solely on the evidence presented at the hearing, and will consist of a written statement summarizing the evidence and the reasons for the decision. The written decision will be delivered to all parties concerned within 30 days of the hearing.
- If the decision is in favor of the student, the education records will be amended in accordance with the decision of the hearing officer.
- If the decision is unsatisfactory to the student, the student may place with the education record a statement commenting on the information in the record or a statement setting forth any reasons for disagreeing with the decisions of the hearing officer, or both. The statement(s) will be maintained as part of the student’s education records and released whenever the record(s) in question is disclosed.
- A student who believes that the adjudication of a request to amend education records was unfair or otherwise not in accordance with FERPA or this policy may present a written appeal to the President of UT Southwestern within 30 days of receipt of the written decision of the hearing officer. The decision of the President is final.