Records

The Student Services Office is responsible for the maintenance of the educational records at UNM–Los Alamos. The following information refers to some of the policies and procedures for educational records.  

 

NOTE: proper photo identification (driver’s license, Lobo ID Card, passport or other state-issued identification) is required for all in-person transactions. 

Use of Social Security Numbers 

The Social Security Number (SSN) is not used as the primary University identification number. UNM is required to collect SSNs in order to provide full access to services such as financial aid, to ensure an accurate academic record, and for record-keeping purposes. The University protects the confidentiality of SSNs as required by law. 

UNM Lobo ID Card 

Each UNM–Los Alamos student will be issued an official UNM Lobo ID Card. The card will contain a non- transferable photograph, the student’s name, and the student’s UNM ID number. At the time of request for a Lobo ID Card, the student must present proof of identification, including at least one other identification card with picture. Students will be required to present the Lobo ID Card to Student Services when requesting transcripts or any other services containing personal information, conducting any financial transactions with the Cashier/Bursar, and checking out materials from the UNM– 

 

Los Alamos Library. The ID card initially issued to the student will be at no cost to the student. A first replacement will cost the student $15.00, a second or subsequent replacement will cost the student $25.00. Please ask in the library to obtain a Lobo ID Card. 

Change of Name 

Students who need to process a change of name for their academic records must bring appropriate documentation to the Student Services Office. The appropriate documentation includes proper photo identification (valid driver’s license, Military or Federal ID, including Permanent Resident and Employment Authorization cards, passport, or other state- issued identification) and the social security card showing the new name. No other type of documentation will be accepted. 

 

Change of Address or Phone Number 

Current students who need to process a change of address or phone number for their academic records may do so using LoboWeb, Personal Information, Personal Information View/Update. 

Transcripts - Official

Both current and former students may request official transcripts online at the Office of the Registrar Web site.

 

The University of New Mexico has retained Parchment to accept transcript orders online. The PDF transcript that is produced using this service contains the identical information as the printed transcript. Parchment has been granted the authority to deliver all such electronic transcript requests on behalf of UNM and respond to any inquiries regarding the transactions. If you attended The University of New Mexico prior to 1983 or if you attended the University of Albuquerque, your transcript cannot be sent electronically in PDF format at this time. You should still order your transcript using Parchment.

 

Offficial e-transcripts and paper transcripts for mailing are processed by Parchment 24/7 and may be requested through Parchment at this link: https://www.parchment.com/u/registration/34158/institution#/tpo. Official transcripts are printed on security paper which will indicate “Copy” when faxed or copied. Electronic transcript versions cannot be photocopied, printed or forwarded and remain official.

 

Requesting a transcript outside of the Parchment service adds processing time but may be done in exceptional circumstances by sending a request to:

 

Office of the Registrar

ATTN: Transcript Request

MSC11 6325

1 University of New Mexico

Albuquerque, NM 87131-0001

Fax: (505) 277-6809

 

Mailed requests must include the following information:

  • Student signature
  • Date of request
  • Current/previous name(s)
  • Social Security Number/UNM ID
  • Date of birth
  • Dates of attendance
  • Student email address (for order status updates)
  • Current address
  • Daytime telephone number
  • Address to which the transcript is to be sent
  • For official transcripts only: check or money order
  • Students may request and/or pick up transcripts at the Student Support and Services Center. Proper photo identification is required.
  • Transcripts - Unofficial

The Student Services Office of UNM–LA issues unofficial and advisement copies of the University of New Mexico student records. Students may request an unofficial transcript of their academic record in Building 1, by mail, or by fax. The address is UNM–Los Alamos Student Services, 4000 University Drive, Los Alamos, NM 87544. The fax number is (505) 661-4698. 

 

The following information is needed to process a request by mail or fax: student name (all names used while at the University of New Mexico), UNM ID number, date of birth, and date of request. The student’s signature is required to authorize the release of any transcript. Proper photo identification (driver’s license, Lobo ID Card, passport, or other state-issued identification) is required to obtain an unofficial transcript in person. 

 

Transcripts from other institutions that are sent to the University of New Mexico for purposes of admission are not copied or returned to the student. 

 

E-mail requests cannot be honored. Another person may not request or pick up a student’s transcripts without specific, written authorization from that student. The University of New Mexico does not provide copies of test scores or transcripts of academic work from other institutions. The original institution must be contacted for such information. 

 

Transcript Holds 

 

Transcripts may be held for financial and non-financial reasons. No official transcripts will be released until the student’s outstanding obligations to the University have been paid or until satisfactory arrangements have been made. 

 

Grade Notification 

 

Semester grades are available on LoboWeb from the Registration & Records menu. If a hard copy is required, it can be obtained from Student Services, Building 1. 

 

Non-Resident Students 

 

The student is responsible for obtaining the correct residency classification prior to the end of the second week of the semester. A student not classified as a New Mexico resident for tuition purposes is charged tuition as a non-resident. Refer to the Residency section below. 

 

Enrollment Certification 

 

Enrollment Certifications are requested by individuals, institutions or organizations for information related to a student’s past or current enrollment. Information requested normally takes the form of validation of confirmed degrees, dates of attendance or whether a student is enrolled full- or part-time. Enrollment Certificates display the student's legal first name.

 

The National Student Clearinghouse is the University of New Mexico’s authorized agent for providing enrollment and degree verifications. If an employer or background-screening firm requests such information, refer them to the National Student Clearinghouse at (703) 742-4200 or the National Student Clearinghouse Web site.

Verification forms from financial lenders should be sent directly to the National Student Clearinghouse for fastest response.

 

The University of New Mexico will produce an Enrollment Certificate validating a student’s status for the current semester, not earlier than January 1 for the Spring semester and not earlier than August 1 for the Fall semester. If a student wishes to have his/her entire academic history certified, or semesters not covered by the certification process, the student must request a transcript. The University of New Mexico does not certify expected graduation date. Military dependents requesting exception to this policy must submit a written request explaining the need for a Pre-Registration Certificate, provide a copy of their current military ID, and be enrolled for a minimum of 12 credit hours on the immediately-upcoming semester.

 

The certification document can be mailed, faxed, or emailed on request, or it may be picked up with proper photo identification (valid driver’s license, military ID, passport or other state- or federally-issued picture identification, or LoboCard.). The Enrollment Certificate replaces the institutionally specific forms. The Course Load Guidelines above are used to determine enrollment status for financial aid eligibility and loan deferments. Graduate students with an assistantship must submit a copy of their contract with their verification request.

 

Current students may also request an automated enrollment certificate through LoboWeb, which is received through their @unm.edu email account.

 

Access to and Confidentiality of Student Records 

 

Family Educational Rights and Privacy Act (FERPA) November 19, 1974 

 

Student Record Policy 

Approved by the University President 4/93. Amended 3/20/96. 

Introduction

Under the Family Educational Rights and Privacy Act of 1974 (FERPA), students have the right to inspect and review most education records maintained about them by the University of New Mexico, and, in many cases, decide if a third person can obtain information from them. Nine categories of information, however, are public (or directory information) unless a student asks that some or all of that information be withheld. It is the policy of the University to comply fully and fairly with the provisions of the Act, Federal Regulations and this policy. 

Limitations on Access to Student Records

No one inside or outside the University shall have access to, nor will the contents of students’ education records be disclosed without the written consent of the students except as provided by the Act and Regulations. Exceptions in the Act and Regulations include but are not limited to the following: personnel within the institution determined by the institution to have a legitimate educational interest, officials of other institutions in which students seek to enroll or are enrolled, persons or organizations providing student financial aid, accrediting agencies carrying out their accreditation function, persons in compliance with judicial orders and persons in an emergency when necessary to protect the health or safety of students or other persons. 

Students’ Right of Access to Review Their Records

A student has the right to inspect and review all education records about theirself except: 

  • Personal notes (available only to writer or substitute) of University staff and faculty. 
  • Certain student employment records. 
  • Counseling records used solely for treatment. 
  • Certain records of the University Police. 
  • Parents’ financial records. 
  • Confidential letters and statements of recommendation placed in the records before January 1, 1975. 
  • Confidential letters and statements of recommendation for admission, employment, or honorary recognition placed in the records after January 1, 1975, which students have waived the right to inspect and review. 
  • Informing Students of Their Rights:

This policy will be published in the UNM Pathfinder or its successor. 

Location of Student Records

Student records are not maintained in a central location. Instead, these records are maintained by each office with which a student has contact while enrolled at the University. A partial list of places where educational records are maintained by various University offices is listed below. 

  • Admissions Office, Director of Admissions, Student 
  • Support and Services Center 
  • Career Counseling and Placement, Director, Career Counseling and Placement, University Advisement and Enrichment Center 
  • Cashiers and Student Accounting, Bursar, John and June Perovich Business Center 
  • Center College and Department Offices, Academic Dean, or see individual college listing in the course schedule 
  • Dean of Students Office, Dean of Students, University Advisement and Enrichment Center 
  • Graduate Studies, Dean, Graduate Studies, Humanities Building 
  • Housing Services, SRC Commons 
  • Records and Registration Office, Registrar, Student Support and Services Center 
  • Student Financial Aid, Director, Student Financial Aid, Student Support and Services Center 

Records Excluded from the Definition “Education” or “Student” Records

The following categories of records are not included in the term “education records” or “student records” under the Act: 

  • Records of instructional, supervisory, administrative and certain educational personnel which are in the sole possession of the maker and are not revealed to any other individual (except a substitute who performs on a temporary basis the duties of the person who made the record). 
  • Records of the University Police. These records are maintained and created by the University Police Department for the purpose of law enforcement. Their disclosure is subject to rules and regulations of the University Police, consistent with applicable law. 
  • Records relating to individuals who are employed by the University which are made and maintained in the normal course of business, relate exclusively to individuals in their capacity as employees and are not available for use for any other purpose. NOTE: records of individuals in attendance at the University who are employed as a result of their status as students are education records and as such may be inspected by the student.  
  • Records that contain only information about a person after that person is no longer a student at the institution, e.g., information gathered on the accomplishments of alumni. 

Review Policies and Procedures

Requests to inspect and review records must be made, in writing, to the office that keeps the records. Although it is the University’s policy that requests to inspect records be honored as promptly as possible, the offices have up to 45 days to honor such requests. 

 

It is the policy of the University to provide the student upon request with photocopies of her or his records where that will help the student in inspection and review of the records unless: (1) the record to be copied is an examination, in which case permission of the faculty member is necessary, or (2) where a student’s record is being withheld because of an outstanding financial obligation to the University. Fees for photocopies of materials in the records are the same as University offices charge for photocopies of other materials. At its option, an office may furnish copies at no charge, or take the materials to a copy/duplicating center on campus, where the current rate for cash work will be charged. 

Release Policies and Procedures, University Employees and Agents

The University will not disclose personally identifiable information from a student’s education record without the student’s written consent, except when it is permitted by the Act and Regulations. As permitted by the Act and Regulations, information will be disclosed without the student’s consent to University officials with a legitimate educational interest. These officials or their agents, and their interests, include: 

  • Any University employee who needs the information to fulfill job responsibilities. 
  • University collection agents only for the purposes of collecting debts owed to the University. 
  • Legal counsel advising or representing the University. 
  • National Collegiate Athletic Association and the Mountain West Athletic Conference only for the purposes of conforming to eligibility rules for athletic competition. 
  • Contractors, such as data processing, only for the purposes of performing work under contract for the University. 
  • Honorary societies, and other chartered student organizations, only for determining membership eligibility/requirements, when the societies and/or organizations do not unlawfully discriminate on the basis of race/ethnicity, national origin, ancestry, serious medical condition, physical or mental disability, pregnancy, age, religion, sex, sexual orientation, gender identity, spousal affiliation, veteran status, genetic information, or other characteristics protected by applicable law. 
  • University researchers, including students doing research under the supervision of a faculty member, if there are safeguards to protect the security of personally identifiable data and if it will not be possible to ascertain the identity of any student in any dissemination of the data or research results. 
  • Officials of cooperating universities in which the student is enrolled or has applied. 

Release to Alleged Victims of Crimes of Violence

The results of any disciplinary proceeding conducted by the University in response to allegations of a crime of violence allegedly committed by a student shall be disclosed upon request to the alleged victim(s) of such crime of violence. 

Directory or Public Information Categories

The University, in accordance with the Act, has designated categories of information about students as “directory information” which is public unless a student asks to have all of it withheld. These categories are: 

  • Name 
  • Major field of study 
  • Enrollment Status 
  • Dates of attendance (matriculation and withdrawal dates) 
  • Degrees and awards received (type of degree and date granted) 
  • Participation in officially recognized activities and sports, and weight and height of members of athletic teams. 

A student wishing to keep confidential the “directory information” listed above must file a written request with the Office of the Registrar. This request may be submitted in person, by mail or fax. Once a confidential privacy flag has been placed on a student’s record the directory/public information will not be released to individuals, companies or third-party entities outside the University of New Mexico. The confidential privacy flag will not automatically be removed upon graduation from the University of New Mexico. If you have requested a confidential privacy flag, your name will not appear in the University of New Mexico Commencement Program. 

 

The removal of the confidential privacy flag may be requested in person and in writing by fax or mail. The address is: Records and Registration Office, MSC11 6325, 1 University of New Mexico, Albuquerque, NM 87131-0001. 

 

The fax number is (505) 277-6809. The following information is needed to process the request by fax or mail: student name, Social Security number and signature. 

Requests for Disclosure

University offices will maintain a record of disclosures and requests for disclosure of personally identifiable information from a student’s record except when the request for disclosure is directory information, pursuant to the student’s consent, or is to a school official described in this policy. It is the policy of the University to permit the student to inspect this record of disclosures and requests for disclosure pertaining to his or her records. All disclosures (except for disclosures to the student or disclosures of directory information) shall be made on the condition that the information shall not be further disclosed without the student’s consent. 

Right to Challenge Information in Student Records

It is the policy of the University that a student may challenge any information in his or her education records which he or she believes to be inaccurate, misleading or in violation of privacy. This right does not extend to reviewing grades unless the grade assigned by a professor was inaccurately recorded in the records. A student may also insert a statement in the records explaining any such material from his or her point of view. If a student wishes to challenge information in the file, he or she must make a written request for a hearing to the dean, director, or chairperson of the office which maintains the record. In most cases, the decision of the dean, director or chairperson will be final. However, a student may appeal in writing to the Associate Provost or the Vice President for Health Sciences or their designee who will review the decision only if a significant question of policy or compliance with the law appears to be raised by the case. 

Waiver of Rights Not Required

It is the policy of the University that students are not required to waive their rights under the Act before receiving University services or benefits. 

Assistance with Problems or Questions about Compliance:

If a student has questions about the provisions of the Act, they contact the Office of the Registrar. 

 

If a student believes that the University has not complied with the Act, they should direct comments concerning this to the Office of the Registrar. 

 

If a student believes that the University has not complied with the Act, written complaints may be filed with the Family Educational Rights and Privacy Act Office (FERPA), U.S. Department of Education, 400 Maryland Avenue, SW., Washington, D.C. 20202-4605, telephone (202) 732-1807. 


The Registrar shall either resolve the issue or shall refer it to the appropriate University body for resolution. 

 

Copies of and information about the Rights and Privacy Act are available in the Records and Registration Office, Student Support and Services Center. 

Emergency Contact Service 

The Emergency Contact Service is provided to deliver messages to students for emergency purposes. When an emergency arises, call the Student Services Office at (505) 662-5919. If appropriate, the staff may access the student’s schedule from the database file and determine if it is possible to reach the student in class. A staff member then may initiate contact with the student if necessary.