Office of the Registrar

Access to Academic Records

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Access to Academic Records

Brown University complies with the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA), which was enacted to protect the privacy of educational records and to establish the right of students to inspect and review their educational records.

The Family Educational Rights and Privacy Act (FERPA)

Brown University complies with the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA), which was enacted to protect the privacy of educational records, to establish the right of students to inspect and review their educational records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. The policies and procedures established by the University in accordance with the provisions of FERPA may be obtained upon request from the Office of the Dean of the College or can be found in the FERPA Policy.

FERPA Policy Notice

FERPA information for faculty and staff 

Access to Inspect and Review Records

Current undergraduate Students have the ability to access many of their education records by logging into Banner or ASK (this includes access to admission records available through the Advising SideKick system.)

If a student is seeking access to other education records or does not maintain access to Banner or ASK, they are asked to please submit a written request that specifically identifies the education record(s) for which they are seeking access to the Office of the Registrar. Alternatively, they can complete this Consent and Authorization for Release of Educational Records form and submit it to the Registrar's office.

More information for students seeking access to their own education records can be found in the FERPA Policy .

Granting Access to Your Academic Records

The University acknowledges that there are times in which a student may wish to grant access to certain aspects of their records to others, particularly in the case of a parent/guardian relationship. In addition to granting third parties prior written consent to obtain their records (see the FERPA Policy Notice), students can establish the following methods of directly sharing their educational records through the Banner Self Service web portal.

Proxy Access

Students have the ability to establish third parties as a 'Proxy' in Banner Self Service (under Proxy Management) to share their Internal Academic Record (IAR). The IAR is essentially the unofficial transcript and lists all registrations, drops, and grades (including NCs), as well as academic standing notations.  

Additional Access for Students in The College

If an actively enrolled degree seeking student in the College wishes to have their parent/guardian receive notifications about academic standing actions, they can set an indicator on the parent/guardian email in the "My Family" tab (under Personal Information) in Banner Self Service. Once set, if the student is placed on Academic Warning, Serious Warning, or Suspension, a copy of their CAS letter will go out to the email address that has been flagged.

In addition to the Proxy function and the CAS email notification, actively enrolled degree seeking undergraduate students can also establish a 'Passphrase' under the Confidentiality tab in Banner Self Service. When activating the passphrase option in the Banner Self Service portal, the student completes a prior written consent and creates a unique passphrase to act as a shortcut method that the deans in the College may use to discuss the student’s record with an authorized individual who knows that passphrase. Students must be very careful to protect the passphrase they create and have the ability to change it or delete it in Banner Self Service.

Prior written consent is required for the University to disclose information from a student’s education record to third parties (outside of the allowable methods under FERPA). For convenience, a copy of an Authorization for Release of Educational Records can be found here.

Additional Academic Records Information

Diplomas

The Brown University diploma is produced entirely in Latin (except for name of graduate) and bears the Seal of the Corporation of Brown University in the lower center as well as the signatures of the University President and the Secretary of the Corporation.

Transcript Requests

The Brown University Official Academic Transcript contains all essential academic data, including dates of attendance, courses taken and passed, grades, transfer credits awarded, degree received and relevant remarks.

Enrollment/Degree Verifications

Brown University has authorized the National Student Clearinghouse to act as its agent for verifications of student enrollment and Degree Verification.