The campuses shall maintain records, kept with the student records of an individual, which indicate:
(a) The parties who have requested or obtained personally identifiable information from student records;
(b) The legitimate interest these parties had in requesting or obtaining the information; and
(c) The date of the requests for the information and the dates of the disclosure of the records.
A record of disclosures is not required for:
(a) Disclosures to students of their own records;
(b) Disclosures pursuant to the written consent of a student, when the consent is specific with respect to the party or parties to whom the disclosure is to be made;
(c) Disclosures to campus officials under Section 130.721(a);
(d) Disclosures of directory information; or
(e) Disclosure made pursuant to court order or subpoena, and the student has been notified in advance of compliance with the order or subpoena in accordance with Section 130.721(g) of these Policies.
The record of disclosures may be inspected:
(a) By the student;
(b) By the campus official and his or her assistants who are responsible for the custody of the records; or
(c) For the purpose of auditing the record keeping procedures of the campus, by the parties authorized in, and under the conditions set forth in Sections 130.721(a) and (b).
Student records are subject to mandatory disposition schedules contained in the University Records Disposition Schedules Manual, with the following exceptions:
(a) Student records shall be retained if there is an outstanding request to inspect and review them (see also Section 130.416);
(b) Explanations placed in the student record of an individual seeking to correct the record shall be retained as long as the contested portion of the record is retained; and
(c) The record of access shall be retained as long as the student record to which it relates is maintained by the campus.
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