Wednesday, may 3, 1978
daily nebraskan
page 15
Student's academic years reduced to single microdot
By Deb Emery
Although it is hard to imagine the entire record of a
student's history at UNL reduced to a tiny dot of micro
film, this is what happens, according to Ted Pfeifer, direc
tor of registration and records.
Academic records of every student who has attended
UNL since the university's founding in 1869 are kept in
Pfeifer's office in the administration building and at the
State Capitol.
According to the UNL Student Handbook for 1977-78,
the university maintains academic, behavioral and student
services records. The latter includes information for job
placement and scholarship and financial aid applications.
UNL student records are kept in compliance with the
Family Education Rights and Privacy Act, which states
that release of information to a third party requires the
student's written permission.
However, Pfeifer said some records can be viewed with
out student's premissiGn for research purposes.
These records, Pfeifer said, are stored at the university
archives after the former student has died. Pfeifer said
records are moved to the archives when the person's age
is 100.
The length of time a student's file is kept depends on
the record. Some records are destroyed after one year and
others are never destroyed.
The permanent record sheet used for making trans
cripts is kept forever, Pfeifer said.
A student's academic folder holds admission creden
tials, test scores, individual grade reports, high school and
transfer school transcripts and anything academically per
taining to the student, Pfeifer said.
"If a student is inactive four or five years-either
because he has graduated or has stopped out-materials
important enough are microfilmed and the rest is
shredded and thrown away," he said.
"Students come in and see their files for a number of
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reasons," Pfeifer said, adding that some seek records when
applying for graduate school or jobs.
Pfeifer said his office maintains all records.
Other offices besides the administration keep files on
students. These include advisers, the financial aids office,
the University Health Center and Housing Office.
Adviser files are kept indefinitely at the College of
Business Administration, he said.
"Right now we keep them until we run out of space. I
think we have them back to the 1940s," said Arthur
Kraft, CBA associate dean.
Advisers in undergraduate and graduate offices main
tain records, Kraft said.
Kraft explained that since the college does not keep
detailed files, there is no information evaluating the
student.
"Lots of time people show up to see what courses they
need to complete their requirements for graduation,"
Kraft said.
Ann Wilson, medical records supervisor at the Univer
sity Health Center, said medical records are kept 25 years
in accordance with a Nebraska statute. At the end of this
period, they are destroyed, she said.
"Once you become a patient at the Health Center you
are assigned a hospital number. Any time you return for
treatment, we have your medical history compiled under
one record," Wilson said.
"We get a graduate list from the Bursar's office at the
end of every semester, then we purge our files. Inactive
files are filed in a different place," Wilson said. "We guard
all files with our lives-it's very important they be kept
confidential for the patient."
Microfilming medical records at the Health Center was
discontinued because it was not necessary and was an
added expense, she said.
Wilson said students sometimes review their files with
doctors for insurance purposes.
John Ritchie, director of scholarships and financial aid,
said his office is required to maintain records for all stu
dents who receive federal money. These records must be
kept five years or until a federal audit, he said, whichever
comes first.
"After this time, the records would be destroyed. Part
of the record -the part dealing with loans-is kept until
the loan is paid in full," Ritchie said.
Records kept by the Housing Office dealing with
behavioral information are destroyed annually unless a
disciplinary extends to the next year, according to
Richard McKinnon, assistant housing director for resident
education.
"This policy is up for review this spring. There is a
possibility of extending the period of time records are
kept-maybe until the student graduates," he said.
McKinnon said continuous records would help in
situations where a student leaves the residence halls for
a year, then returns, and continues to have a behavioral
problem.
Few students request to see their files, McKinnon said,
because they receive a copy.
All files are kept in Seaton Hall, McKinnon said.
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