Apr 22, 2024  
2023-2024 University Catalog 
    
2023-2024 University Catalog

Education Records, Data & Privacy


C O N T E N T S

Act 48

Administered by: Registrar. Last Updated: August 2020.

University of the Arts is an approved PA Department of Education Act 48 provider. PA certified educators must complete six graduate credits or 180 hours of continuing education activities every five years. One college credit is equivalent to 30 continuing education hours. Non-credit activities are reported as the activities’ contact hours. Pennsylvania teachers must submit a request to the Office of the Registrar to report Act 48 hours.

Addresses

Administered by: Registrar. Last Updated: October 2023.

Address Types

Every student must provide and maintain two address types:

  1. Permanent Address: The address where a student primarily resides outside of academic sessions.
    • All students must provide a permanent address.
    • If a student’s permanent address is the same as their residential address it shold be listed in both categories.
  2. Residential Address: The address where a student primarily resides during academic sessions.
    • All students must provide a residential address.
    • If a student’s residential address is the same as their permanent address it should be listed in both categories.
    • Students living in university residence hall should provide their residence hall address.

Address Confirmation Requirement

Students are required to confirm the accuracy of addresses listed in the Student Self-Service User Profile once every 180 days. After 180 days a registration hold  is placed on the student’s account. This hold  prevents the student from any registration activity (adding or dropping) until address data has been confirmed.

Students who are required to confirm their address will receive a notification after logging into Student Self-Service.

To Confirm Addresses

  1. Log in to Student Self-Service
  2. Click User Profile from the menu that appears when clicking your user name at the top.
  3. Click the Confirm button located in the blue information bar in the Address section.

Registration holds are immediately ended after confirming an address. For assistance contact the Office of the Registrar at registrar@uarts.edu.

Add, change, or remove an address

  1. Log in to Student Self-Service
  2. Click User Profile from the menu that appears when clicking your user name at the top.
  3. Click Request New Address and enter the requested information, including the address type; if an address of the correct type is already on file click the edit button.

Change of Legal Name

Administered by: Registrar. Last Updated: January 2021.

Current and former students may change their legal name by submitting a request and providing required documentation as follows:

  • Legal name change: court order, marriage certificate, divorce decree, or social security card (ssn on card must match the ssn on file). International students can provide a passport.
  • Legal name spelling correction: birth certificate, drivers license, passport, permanent resident card, or state issued id.

To request a change of legal name

  1. Submit the Change of Legal Name form located on the UArts portal in the Student Forms card, attaching required documentation.

Chosen Name

Administered by: Registrar. Last Updated: October 2023.

The University recognizes that some students choose to to use a name other than their legal name to identify themselves. The University acknowledges that a chosen name can and should be used where possible. Any student may declare a chosen name, so long as it is not for the purpose of misrepresentation. 

When students declare a chosen name, their legal name will remain in University systems and on most internal reports. Chosen names are limited to alphabetical characters, a hyphen (-), and a space.

Chosen names will not be used for certain official documents where legal name is required, such as enrollment verifications, financial aid documents, medical records, paychecks, payroll records, transcripts, and all physical mail correspondence. The use of legal names in these instances is to ensure clarity and consistency in communication. Students who wish to change their legal name must follow the Change of Legal Name policy, submitting official documentation directly to the Office of the Registrar.

Note to Applicants: If a chosen name is provided on your application, it may be used in both email communications and physical mailings sent to your provided address during the admission process.

Note to Students in Pre-College Programs: For high school students enrolling in pre-college programs who declare a chosen name, please be aware that parents/guardians are included in communications which may utilize the declared chosen name.

When a chosen name is declared

  • A new network id is created. This includes a new username and email address. The new email address will have access to emails sent and received from the legal name network ID.
  • The learning management system (Canvas) is updated. 
  • Students are issued an ID card bearing their chosen name. One replacement student ID will be produced at no charge for students who declare a chosen name.
  • Student Self Service is updated. Excluding the Student Finance and Financial Aid modules.
  • University Library systems are updated.
  • It will be used as the student’s commencement name  and published in the commencement program if it is also entered as the diploma name  on the graduation application.

Diplomas

While it is recommended that students have their legal name printed on their diploma, chosen names are permitted as well. Students submit their diploma name to the Office of the Registrar when they apply to graduate. 

Consider the following when deciding upon a diploma name:

  • Apostille: Diploma apostille can only be provided for diplomas which include a student’s full legal name.
  • Degree verification: Third parties are unable to verify a student’s degree via the National Student Clearinghouse using the chosen name printed on a diploma. Only the legal name is used when reporting required enrollment and degree information.
  • Students planning to live or work abroad: The University of the Arts considers the diploma to be a ceremonial document. Some countries may require the diploma in conjunction with the official transcript for various legal, immigration, and employment purposes. Choosing to print the chosen name on the diploma may result in unforeseen complications due to the discrepancy between the diploma and other documents (e.g., transcripts, passport, birth certificates, etc.) that contain the legal name. 
  • Replacement diploma: Students who have their diploma issued with their chosen name may request a replacement diploma bearing their legal name for a fee.

Add, change or remove a chosen name

Updates to a chosen name appear in self-service immediately. They typically appear in Canvas within 4 hours. New network credentials, email alias, and ID cards are typically processed within 5-10 business days. After a request has been submitted a series of email alerts will be sent with instructions as offices process the request.

  1. Log in to Student Self Service
  2. Click User Profile from the menu that appears when clicking your user name at the top.
  3. Click Edit Personal Identity.
  4. Enter a chosen first, middle and/or last name then click SaveDo not enter legal names. Leave fields blank if you want your legal name on file to remain. For example, if you are declaring a chosen first name but want to maintain your legal last name you should leave the last name field blank.

Disclaimer: This policy does not form a contract of any kind and may be modified, changed, altered, or rescinded at the discretion of the University. The University reserves the right to deny or remove any chosen name for misuse, including but not limited to misrepresentation or attempting to avoid legal obligation, with or without notice.

Directory Information

Administered by: Registrar. Last Updated: August 2020.

Under FERPA, directory information may be disclosed without student consent. Directory information is data contained in an education record that would not generally be harmful or an invasion of privacy if disclosed. The University does not release student lists to third parties.

The following is considered to be directory information:

  • Name
  • Address
  • Telephone number
  • E-mail address
  • Employment related to student status (e.g., teaching assistant, resident assistant or work-study) and dates for positions held
  • Academic Program
  • Dates of attendance
  • Current enrollment status
  • Last institution attended
  • Participation in officially recognized activities
  • Receipt or non-receipt of a degree
  • Academic awards received
  • Academic honors 
  • Academic standing
  • Photos or videos taken or maintained by the University

Directory Information Non-disclosure Request

Administered by: Registrar. Last Updated: August 2023.

Under the provisions of the Family Education Rights and Privacy Act of 1974 (FERPA), currently enrolled students have the right to withhold disclosure of their directory information. Non-disclosure requests remain in effect until the student submits signed consent to rescind the non-disclosure or until the student has deceased.

Important Considerations Regarding Non-disclosure Requests

  • All directory information requests will be denied while the non-disclosure request is active; the University response will be “we have no available information about this person.”
  • Enrollment and degree confirmation requests will be denied, including from prospective employers; the University response will be “we have no available information about this person.”
  • Students with active non-disclosure requests will not be contacted if a directory information request is received by a third party. A Consent to Release Education Records request can be submitted to authorize a third party or organization access to education records.
  • Student name will not be included in the Commencement program and any other publication while the non-disclosure request is active.
  • Student email addresses will be excluded from the directory while the non-disclosure request is active.

Request Procedure for Current Students

Current students who wish to request non-disclosure of their directory information may submit a request by emailing registrar@uarts.edu from their University email account. The request should include the following information:

  • Full name of the student.
  • Date of birth.
  • Student ID number.
  • A brief explanation of the reason for the non-disclosure request.

Former Students

Under FERPA regulations, directory information restrictions apply to the actions of current students. Any directory information opt-out a student had in place at the time of leaving the University will be honored as required by § 99.37(b) of the FERPA regulations. The institution may, but is not required to, honor the request of a former student to restrict that student’s directory information status after the student has left the institution. In addition, the University will not amend past commencement programs or other historical documents based on a former student’s request.

Request Procedure for Former Students

Former students who wish to request non-disclosure of their directory information may submit a request by emailing registrar@uarts.edu. Requests will be reviewed on a case-by-case basis, and the institution may require a petition for exception to be completed. The request should include the following information:

  • Full name of the former student (including any former names, if applicable).
  • Date of birth.
  • Student ID number (if available).
  • Approximate dates of attendance.
  • A brief explanation of the reason for the non-disclosure request.

The institution reserves the right to request additional verification if needed to confirm the identity of the requestor.

Consent to Release Education Records

Administered by: Registrar. Last Updated: April 2019

FERPA consent to release enables a student to grant permission for a parent or third party to access their education records.

Students may release one of more of the following education records:

  • Academic
  • Educational Accessibility & Disability Accommodations
  • Residential Life
  • Student Billing & Financial Aid
  • Student Conduct

Students releasing student conduct or Title IX records may restrict the release of records to only those pertaining to a specific incident.

Students with active FERPA Consent to Release forms on file will see a notification in Student Self-Service.

Faculty and Staff with access to student records in the Student Self-Service advising module will see a notification after accessing a student’s record. It is imperative, prior to discussing any student information with a third party, that faculty/staff verify what records have been shared and to whom. This information can be located on the FERPA Consent to Release form in OnBase (for users with access to OnBase) or by contacting the Office of the Registrar at 215.717.6420 or via email at registrar@uarts.edu.

The Following Policies Apply

  • A release can be requested for a maximum of one calendar year. After consent has expired, additional requests may be submitted.
  • Students may revoke third party access to education records at any time.
  • Authorized third parties are not permitted to update or request changes to education records.
  • To protect student privacy, when communicating with authorized third parties the University requires the third party to either present valid identification (in person) or provide a PIN number (via telephone). PIN numbers are included in the confirmation email sent to the student and authorized third parties after the FERPA Consent to Release form is processed by the Office of the Registrar.
  • Authorized third parties may communicate with the University via email only from the email address provided by the student in the release.
  • The University reserves the right not to disclose information to third parties at their discretion.

To Grant Consent to Education Records

  1. Students may access the FERPA Consent to Release form located on the UArts portal in the Student Forms card.
  2. Select the Authorize Access to Protected Education Records request type, complete, and submit the form.
  3. Following submission of the form an email will be sent to the student’s University email account. Complete the two step verification process by following the link in the email and entering the provided PIN.
  4. An email confirmation will be sent to you and included third parties after the Office of the Registrar processes your request. The email confirmation will include the PIN which must be provided by your third party to discuss education records over the telephone.

To Revoke Third Party Access to Education Records

  1. Access the FERPA Consent to Release form located on the UArts portal in the Student Forms card.
  2. Select the Revoke Third Party Access to Education Records  request type, complete, and submit the form
  3. An email confirmation will be sent to the student after the Office of the Registrar processes your request.

Deceased Student Records

Administered by: Registrar. Last Updated: April 2021.

The following requirements protect the confidentiality of education records upon the death of a former student. In the event of a student’s passing, the University considers the deceased student’s next-of-kin to be the owner of the record. If there is no living next-of-kin, education records may be requested by the executor of the estate or holder of power of attorney for the deceased. 

Requests for education records must be made in writing and addressed to the Office of the Registrar.

Requests must include:

Student information:

  • Name Include their name while enrolled and any known former names
  • Student ID number if known
  • Student’s date of birth
  • Student’s dates of enrollment
  • Education records being requested Example: transcript
  • Death certificate Copies are preferred

Requestor information:

  • Name
  • Mailing address
  • E-mail address
  • Phone number
  • Documentation of the relationship of the requestor to the deceased Example: Birth certificate, marriage certificate, etc.
  • Signature
  • Date of request
  • Requests submitted by the executor of the estate or holder of power of attorney must include a notarized copy of the executor statement or power of attorney.

Send requests to:

Office of the Registrar
University of the Arts
320 South Broad Street
Philadelphia, PA 19102

Email

Administered by: Registrar. Last Updated: October 2023.

Email Communication Requirement

For security and privacy reasons, faculty and staff can only offer in-depth support to student inquiries received from University-managed email accounts. Only limited and general policy information can be shared with inquiries received from non-University issued email accounts. Students, faculty, and staff are expected to use their University email account for all UArts business. Students are responsible for regularly reading and responding to emails sent by the University faculty, staff, and administration.

Email Types

Students have two associated email types with the University:

  1. University Issued Email Address: This is the official email address assigned to students upon matriculation.
    • This is the primary mode of communication between the University and the student.
  2. Personal Email Address: A non-University email account provided by the student.
    • This acts as an auxiliary mode of communication between the University and the student, during instances like University email system outages or after a student’s account has been deactivated. In accordance with FERPA, no directory information or other protected student records will be communicated via personal email addresses to ensure the protection and privacy of student data.

Personal Email Confirmation Requirement

Students are required to confirm their personal email account in the Student Self-Service User Profile once every 180 days. After 180 days, a registration hold is placed on the student’s account. This hold prevents the student from any registration activity (adding or dropping) until the personal email data has been confirmed.

Students required to confirm their personal email addresses will receive a notification after logging into Student Self-Service.

To Confirm Personal Email Address

  1. Log in to Student Self-Service.
  2. Click User Profile from the menu that appears when clicking your username at the top.
  3. Click the Confirm button located in the blue information bar in the Email section.

Registration holds are immediately ended after confirming a personal email address.

Add, Change, or Remove a Personal Email Address

  1. Log in to Student Self-Service.
  2. Click User Profile from the menu that appears when clicking your username at the top.
  3. Click Add New Email Address. If a personal email address is already on file, click the edit or delete button.

Email Support

Email support can be obtained from the University Help Desk, via telephone at 215-717-6677, or by emailing helpdesk@uarts.edu.

Emergency Contacts

Administered by: Registrar. Reviewed by: Registrar, Student Affairs, BRTF. Last Updated: February 2024.

To ensure the safety and well-being of our student community, the University requires all students to maintain current emergency contact information. This policy outlines the process for updating this information, crucial for the University to respond effectively in emergency situations.

Update/Confirmation Frequency

Students must update or confirm their emergency contact data every 180 days via Self-Service.

Emergency Contact Details Requirement 

Students are required to maintain a minimum of one emergency contact.

Registration Impact

  • Failure to confirm emergency contact information within the required timeframe will result in a hold placed on the student’s account, restricting class registration.
  • This hold is immediately removed once the student updates or confirms their emergency contact information.

Privacy and Accessibility of Emergency Contact Information

  • Secure Storage and Limited Access: Stored within the University’s secure student information system, access to emergency contact details is limited to authorized crisis response team members. This measure ensures that information is accessible only to those directly involved in student safety and emergency response efforts.
  • Use in Emergencies: Emergency contact information is used exclusively in critical situations—such as serious injury, incapacitation, or other events where a student cannot communicate—to promptly inform designated contacts about the student’s condition and needs.
  • Legal and Chosen Names in Emergency Situations: The University uses a student’s legal name when contacting emergency contacts to ensure clarity in critical situations. Chosen names are used for internal and non-emergency communications, reflecting our commitment to inclusivity and individual identity.

To Maintain and Confirm Emergency Contacts

  1. Log in to Student Self-Service.
  2. Click Emergency Information from the user menu.
  3. Add, remove, or update emergency contacts.
  4. Click the Confirm button

Enrollment Certification & Degree Verification

Administered by: Registrar. Last Updated: November 2023.

Enrollment certificates include a student’s enrollment status (full time/part time), dates of attendance, degrees sought or awarded, and program of study. 

This information may be required by the student’s lender, insurance carriers, sponsor, et cetera to determine eligibility for loan deferment and continuation of in-school benefits. The Office of the Registrar will verify enrollment for future terms only after the student has registered for classes and has been cleared by Student Financial Services.

Student enrollment is transmitted to the National Student Clearinghouse (NSCH) approximately 3-4 weeks before the start of a term, 3-5 days after the first day of a term, one week after the end of the drop/add period, and then once every 30 days. Schedule changes that alter a student’s enrollment status (full time/part time) will be reflected in accordance with this transmission schedule.

Request Procedure for Current Students

Enrollment certificate PDFs are provided on demand via the NSCH. 

  1. Go to uarts.onelogin.com (requires a login).
  2. Enter MyHub in the search bar or select UArts Apps: Everything from the list.
  3. Click the NSC MyHub icon.
  4. First time users logging in will need to accept terms and conditions and set up multifactor authentication.
  5. When logged into MyHub, click on Self Service from either the tiles or the sidebar along the left side of the page.
  6. Select an enrollment verification type from the select list.
    • Current enrollment
      • Available approximately 20 days prior to the start of a term for students.
      • Includes enrollment only for the current term only.
    • All enrollment
      • Includes enrollment for all terms.
      • Enrollment data for an upcoming term is available approximately 20 days prior to the start of the term.
      • Current and previous term enrollment is always available.
    • Advanced registration
      • Advanced registration certificates are available for the fall semester only and can be accessed from late May through early August each year.
      • Advanced registration certificates include coursework for which a student is registered and are provided as a service to students before an official enrollment verification can be generated.
      • Loan servicers, insurance carriers and other organizations may not accept an advanced registration certificate.
  7. After making your selection, click the Download button.

Request Procedure for Alumni

  1. Go to www.myhub.org/ 
  2. First Time Users: Create Account on MyHub
    1. Click Create Your Account Now and login using your LinkedIn or Google account
    2. Accept terms and conditions
    3. Enter personal information
    4. Verify your identity
    5. Set up multi-factor authentication
    6. If you are unable to login and receive the “Oops, We Cannot Find You” message, contact the Customer Support team via email at service@studentclearinghouse.org or by phone at 703-742-4200
  3. Accessing Enrollment Verifications
    1. Log in using the LinkedIn or Google account used to create your account
    2. Click on Self Service from either the tiles or the sidebar along the left side of the page
    3. Select All enrollment from the enrollment verification type select list
    4. Click the Download button

Request Procedure for Third Parties

Enrollment certificate PDFs are provided on demand via the NSCH. Fees apply. 

  1. Go to the National Student Clearinghouse website.
  2. Select Verify Degrees, Enrollment & Certification from the Order - Track - Verify menu and follow the instructions.

Family Educational Rights & Privacy Act (FERPA)

Administered by: Registrar. Last Updated: August 2018.

FERPA Overview

What is FERPA?

The Family Educational Rights and Privacy Act of 1974, as amended, sets forth requirements regarding the privacy of student records.

FERPA governs:

  • The disclosure of education records maintained by the University.
  • Access to these records.

Who must Comply?

Any educational institution (school or other entity that provides educational services and is attended by students) or educational agency (entity that administers schools directly linked to it) that receive funds under any program administered by the U.S. Secretary of Education.

The University’s Obligations:

  • Institutions must notify students annually of their FERPA rights.
  • Ensure students’ rights to inspect and review their education records.
  • Ensure students’ rights to request to amend their education records.
  • Ensure students’ rights to limit disclosure of personally identifiable information contained in education records.
  • Notify third parties of the redisclosure prohibition of personally identifiable information (except under a few circumstances).
  • Keep records of requests for and disclosure of student education records.

Who has FERPA rights at the postsecondary level?

  • FERPA rights belong to the student at a postsecondary institution regardless of age.
  • Student applies to all students - including continuing education students, students auditing a class, distance education students, and former students.
  • In attendance, is defined as the day that a student first attends a class at the institution.

What FERPA rights are given to students?

What are education records?

  • Education records are defined as records that are directly related to a student, and maintained by an educational agency or institution, if certain conditions are met.
  • Education records are not: sole possession records, law enforcement unit records, employment records, medical records, or post-attendance records.

Educational records do not include the following:

  • sole possession records, records kept in the sole possession of the maker which are used only as a personal memory aid and are not accessible or reviewed by any other person except a temporary substitute for the maker of the record;
  • medical or psychological treatment records that include those maintained by physicians, psychiatrists, and psychologists;
  • employment records, provided that employment is not contingent upon being a student;
  • law enforcement records; and
  • records collected about an individual after that person is no longer a student at UArts.

To whom, and under what condition, can the university disclose personally identifiable information?

  • Anyone, if the university has obtained the prior written consent of the student.
  • Anyone, in response to requests for directory information (information that is generally not considered harmful or an invasion of privacy if disclosed)
  • Authorized representative of the following government entities, if the disclosure is in connection with an audit or evaluation of federal or state supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs:
    • Comptroller General of the U.S.
    • Secretary of Education
    • U.S. Attorney General (for law enforcement purposes only)
  • State and local education authorities
  • School official determined by the institution to have legitimate educational interest
  • Agents acting on behalf of the institution (e.g. contractors, consultants)
  • Schools in which the students seeks or intends to enroll (additional conditions exist)
  • A party, such as the Department of Veterans Affairs or an employer, providing financial aid to the student (‘financial aid’ does not include any payments made by parents); (additional conditions exist)
  • Organizations conducting studies for or on behalf of educational institutions (additional conditions exist)
  • Accrediting organizations for accreditation purposes
  • Parents when their student (under 21) is found to have violated the alcohol or drug policy of the University.
  • To comply with a judicial order or subpoena, including ex parte orders under the USA Patriot Act
  • Appropriate parties if a health or safety emergency exits and the information will assist in resolving the emergency (additional conditions exist)
  • The student
  • An alleged victim of a crime of violence when the disclosure is the result of a disciplinary hearing regarding the alleged perpetrator of that crime with respect to that crime
  • Anyone requesting the final results of a disciplinary hearing regarding the alleged perpetrator of that crime with respect to that crime
  • Anyone requesting the final results of a disciplinary hearing against an alleged perpetrator who has been found in violation of the campus code relating to a crime of violence or non-forcible sex offense
  • The Department of Homeland Security, Immigration and Customs for purpose of complying with a request from ICE relative to the institution’s participation in SEVIS.
  • Military recruiters who request “Student Recruiting Information” for recruiting purposes only (Solomon Amendment). Students recruiting information is name, address, telephone listing, age (or year of birth), class level, major, degrees received, and most recent educational institution of enrollment. (conditions exist)
  • The Internal Revenue Service (IRS), for purposes of complying with the Taxpayer Relief Act of 1997.
  • Anyone, when the disclosure concerns information provided by sex offenders required to register under state or federal law.

How does technology impact FERPA guidelines?

The same principles of access and confidentiality must be applied to all media, including but not limited to, electronic data, email, video, and audio.

What happens if a university does not comply with FERPA?

The Department of Education may issue a notice to cease the non-compliance and could ultimately withhold funds administered by the Secretary of Education.

For Additional Information Contact

Family Policy Compliance Office

U.S. Department of Education
400 Maryland Avenue, SW 
Washington, D.C. 20202-5920
Phone: 1-800-USA-LEARN (1-800-872-5327)
Website: studentprivacy.ed.gov

Inspection & Review of Education Records

The University’s procedures regarding the inspection and review of education records under the Family Educational Rights and Privacy Act (“FERPA”) are as follows:

  • All students who are or have been in attendance at the University have the right to inspect and review their education records subject to the limitations and exceptions set forth in FERPA and its related regulations, 20 U.S.C. § 1232g and 34 CFR Part 99.
  • Education records include all information maintained by the University that is directly related to a specific student. For this reason, academic calendars, course syllabi, general announcements, and other materials related generally to the germane academic program or course of study are not subject to FERPA review. Additionally, although students will have access to personal electronic data printed in an appropriate format, the University will not create custom documents, summaries, or reports from such systems or databases.
  • Education records belong to the University and, although students have the right to review and request amendments as set forth below, students are not authorized to photocopy, photograph, or otherwise image or duplicate University records. Students may, however, take personal notes regarding their educational records.
  • A student’s medical records are subject to strict confidentiality except as authorized by applicable law (e.g., HIPAA). Student medical records are not considered to be part of a student’s education records within the meaning of FERPA.
  • Parental statements of financial resources will remain confidential.
  • Personal notes written by a member of the faculty, an adviser, or other University employee concerning a student that are generated and maintained for the exclusive use of the writer are not considered part of the student’s education record under FERPA.
  • Access to education records will be provided within 45 days of having received a request.
  • If, after reviewing their educational records, a student believes that certain records encompassed by the request were not made available for inspection, the student should submit a follow-up request clarifying the additional records the student believes exist.

To Request to Inspect & Review Education Records

  1. Students must provide a signed and dated written consent to the Office of the Registrar  at registrar@uarts.edu
  2. The written consent must include:
    1. the purpose of the review,
    2. the education record(s) being requested for review, and
    3. Identity of the person or person(s) to whom the disclosure may be made.
  3. If a student’s request is unclear or insufficiently specific, the Office of the Registrar will contact the student to assure that the appropriate records will be gathered for the student’s review.
  4. The Office of the Registrar will coordinate with relevant University offices to gather the requested records; will review the records to confirm that they are complete; and redact any FERPA-waived recommendations, information about other students subject to FERPA privacy obligations, or any other information protected from disclosure by FERPA or other applicable law.
  5. The representative will make arrangements with the student to inspect the records.
  6. Photographic identification must be presented prior to inspection & review.

Amendments to Education Records

Students may petition the University to amend a record that they believe is inaccurate or misleading. They should write to the Office of the Registrar , clearly identifying the part of the record they want changed, and specify why it is inaccurate or misleading.

If the University denies the amendment request, the University will notify the student of the decision and advise the student of their right to a hearing regarding the request for amendment. Additional information regarding the hearing will be provided to the student when notified of the hearing.

Education Record Amendment Hearings

The University shall provide students, on request, an opportunity for a hearing to challenge the content of the student’s education records on the ground that the information contained in the education records is inaccurate, misleading, or in violation of the privacy rights of the student.

If, as a result of the hearing, the University determines that the information is inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it shall amend the record accordingly and inform the student of the amendment in writing.

If, as a result of the hearing, the University determines that the information in the education record is not inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it shall inform the student of the right to place a statement in the record commenting on the contested information in the record or stating why they disagree with the decision of the University.

If the University places a statement in the education records of a student, it shall maintain the statement with the contested part of the record for as long as the record is maintained and disclose the statement whenever it discloses the portion of the record to which the statement relates.

Gender Identity

Administered by: Registrar. Last Updated: August 2022.

Gender identity data is used to calculate the distribution of identities for required federal and internal reporting purposes only. Gender identity is not visible to other students, faculty, or staff in Canvas, Self-Service, or other connected systems. Gender identity is private and not considered directory information.

Students may select from the following gender identities:

  • Different Gender
  • Genderqueer/Nonbinary
  • Man
  • Woman
  • I prefer not to answer

To update gender identity

  1. Log in to Student Self Service.
  2. Click User Profile from the menu that appears when clicking your user name at the top.
  3. Click Edit Personal Identity. This section also allows students to add, change or remove a chosen name. Chosen name fields should be left blank unless a chosen name is being declared. Legal names should not be entered into the chosen name fields.
  4. Select gender identity from the list and click Save

Pronouns

Administered by: Registrar. Last Updated: August 2020.

Students have the option to designate the pronouns they use. If designated, pronouns appear in Student Self Service and the learning management system (Canvas), including class rosters. Pronouns do not appear for students until and unless they are added.

Students may select from the following pronouns:

  • He/Him
  • She/Her
  • They/Them
  • He,They/Him,Them
  • She,They/Her,Them
  • He,She,They/Him,Her,Them
  • Use my name as pronoun
  • Ze/Hir
  • Ze/Zir

To add, change, or remove pronouns

  1. Log in to Student Self Service.
  2. Click User Profile from the menu that appears when clicking your user name at the top.
  3. Click Edit Personal IdentityThis section also allows students to add, change or remove a chosen name. Chosen name fields should be left blank unless a chosen name is being declared. Legal names should not be entered into the chosen name fields.
  4. Select pronouns from the list and click Save

Pronoun updates will be immediately visible in Student Self Service. The learning management system (Canvas) will typically reflect the change within 4 hours.

Replacement Diploma

Administered by: Registrar. Last Updated: October 2021.

If your diploma has been lost, you may request a replacement. Replacement diplomas are produced using current diploma stock, formatting, and include the signatures of current University Officials. Previous diploma formats cannot be reproduced. Requests are typically processed and shipped in 2-3 weeks.

Request a Physical Replacement Diploma

Fees

  • Physical diploma - $40
  • Domestic Shipping - $10
  • International Shipping - $60

Request Procedure

Please allow two to three weeks for production of a replacement diploma. You will receive an email confirmation when the diploma is ready for shipment.

Diploma ReOrder Module

Phone Numbers

Administered by: Registrar. Last Updated: October 2023.

Phone Number Types

Students can maintain the following phone types with the University:

  • Permanent: The primary phone number where a student can be reached. This can be a home landline, a student’s cell phone, or any other primary contact number. This number is required for all students to ensure consistent and reliable communication. All students are required to maintain a permanent address.
  • Cellular: A student’s mobile phone number. This is optional, but can be provided for direct and timely communication. Students whose permanent number is their cellular phone should not also maintain a separate cellular phone number entry.

Phone Number Confirmation Requirement

Students are required to confirm the accuracy of their phone numbers listed in the Student Self-Service User Profile once every 180 days. After 180 days, a registration hold is placed on the student’s account. This hold prevents the student from any registration activity (adding or dropping) until phone number data has been confirmed.

Students required to confirm their phone numbers will receive a notification after logging into Student Self-Service.

To Confirm Phone Numbers

  1. Log in to Student Self-Service.
  2. Click User Profile from the menu that appears when clicking your username at the top.
  3. Click the Confirm button located in the blue information bar in the Phone Numbers section.

Registration holds are immediately ended after confirming a phone number.

Add, Change, or Remove a Phone Number

  1. Log in to Student Self-Service.
  2. Click User Profile from the menu that appears when clicking your username at the top.
  3. Click Add New Phone Number or if a phone number is already on file, click the edit or delete button.

Student Course Evaluations

Administered by: Registrar. Last Updated: January 2024.

The University is committed to enhancing the quality of education and instructional methods. Student course evaluations are vital in this process, providing essential feedback from the student body.

  • Evaluation Period: Course evaluations are conducted at the end of each term. Specific dates for each term’s evaluations are listed on the Academic Calendar .
  • Access to Evaluations: Students can access course evaluations via the UArts Portal, selecting the Course Evaluations link from the Student Quick Links card. The portal can be accessed via the One Login.
  • Communication:
    • Initial Notification: At the start of the evaluation period, students will receive an email notification informing them of the open evaluations for their courses. This email will include details on how to access and complete the evaluations.
    • Reminder Notification: Students who have not completed their evaluations will receive a reminder email before the end of the evaluation period.
  • Participation: All students are encouraged to complete course evaluations. Those opting not to participate are requested to record their decision in the evaluation system. Active participation in course evaluations is crucial, providing valuable feedback for curriculum and teaching improvements.
  • Confidentiality: Course evaluations are strictly confidential. No identifying information is recorded with evaluations, ensuring the anonymity of student feedback.
  • Faculty Access to Evaluations: Faculty members are granted access to course evaluations only after grades have been submitted to The Office of the Registrar. Even when accessing evaluation data, faculty will not be able to view any personally identifiable information of the students who submitted the evaluations. This policy is designed to maintain the anonymity of student feedback and uphold the integrity and impartiality of the evaluation process. The system safeguards student privacy by ensuring that individual responses cannot be traced back to specific students.
  • Impact of Evaluations: Student feedback from course evaluations is integral to the faculty review process, informing curriculum development and instructional methods.
  • Support: For any inquiries or assistance regarding course evaluations, students may contact the Office of the Registrar at registrar@uarts.edu.

Transcript Requests

Administered by: Registrar. Last Updated: August 2022.

The Office of the Registrar produces transcripts for all Graduate and Undergraduate Programs, Continuing Education, Professional Institute for Educators and Non-matriculated Coursework. In order to process a transcript request, the student’s account must be in good financial standing. 

Official Transcripts

For your convenience and security, all transcript requests must be made online through the National Student Clearinghouse. From this site, students will be able to order transcripts using a variety of services, securely pay for the transcript, and electronically sign the consent release. The ordering process takes about 10 minutes to complete and students will receive emailed updates when your order is fulfilled. 

Transcript services include:

  • Electronic PDF Transcript: This is the fastest and most convenient delivery method. Students are able to request an electronic transcript, save it to their computer and forward it to as many recipients as needed. Please see the Clearinghouse help page on browser support and viewing official PDF transcripts - Adobe Reader may be required to view official PDF transcripts. Students who attended prior to 1994 will not be able to request an electronic transcript.
  • Paper Transcript: Students can request paper transcripts to be mailed by the US Postal Service. Delivery times vary by location.
  • Paper Transcript, UPS Service (Domestic): Once processed, paper transcripts will be sent via UPS and are typically delivered within 1-2 business days, depending on the location of the recipient.
  • Paper Transcript, FedEx Service (International) - Once processed, paper transcripts will be sent via FedEx and are typically delivered within 2-5 business days, depending on the location of the recipient. 

To request an official transcript

Unofficial Transcripts

Active degree-seeking students can view and print their unofficial transcripts through the Self Service Student Planning module. Once logged in, click on the “Student Planning” menu at the top of the page and then select “Unofficial Transcript”. You will be able to download a PDF immediately. 

Transcripts & Score Reports from External Institutions

Administered by: Registrar. Last Updated: August 2018.

Copies of transcripts, score reports, and other documents from external institutions and organizations will not be released to a student. The University of the Arts will not copy transcripts from other institutions.