What Are My Rights If A School Or University Refuses To Release My Transcripts Or Records After Graduation?

If a school or university refuses to release your transcripts or academic records after graduation, you have several legal rights and steps you can take to resolve the situation:

• Understand the Reason for the Refusal: Universities typically may not release transcripts if there are unresolved financial or disciplinary holds on your account. Check for any outstanding balances or issues that may be blocking the release. In most cases, universities will send notifications of such holds, and resolving them is the first step to getting your transcripts.
• Review University Policies: Examine the university’s policies regarding the release of transcripts. Most institutions have specific procedures and timelines for requesting and receiving academic records, so it’s important to follow their official process.
• Request in Writing: If you haven’t done so already, submit a formal written request for your transcripts. Include all necessary details such as your full name, student ID, date of birth, and any other information required to locate your records. Make sure to send the request via a traceable method, such as certified mail, to create a paper trail.
• Know Your Rights Under FERPA: In the U.S., under the Family Educational Rights and Privacy Act (FERPA), you have the right to access your academic records and transcripts. If the university is refusing to release them, they must have a legitimate reason for doing so. You can request a review of any hold or restriction they claim is preventing the release of your records. FERPA also allows you to file a complaint with the U.S. Department of Education if you believe your rights are being violated.
• Check for Financial Holds: Many schools will withhold transcripts if you have outstanding tuition fees, library fines, or other charges. Contact the university's billing department to resolve any outstanding balances. Once the issue is cleared, request the release of your transcripts again.
• Dispute the Refusal: If the refusal is not due to financial or disciplinary holds, and you believe the university is unjustly withholding your records, you can file a formal complaint with the university’s administration, academic affairs office, or the ombudsman. Request an explanation for the refusal and demand that they comply with their legal obligations under FERPA or relevant education laws in your country.
• Contact Accrediting Agencies: If the university continues to refuse to release your transcripts, you can contact the institution’s accrediting agency. Accrediting agencies hold universities accountable for maintaining proper academic and administrative practices, and they may intervene in cases of improper record withholding.
• Seek Legal Advice: If the issue remains unresolved, or if the university’s refusal to release your transcripts is causing significant harm (e.g., affecting your ability to apply for jobs or further education), consult a lawyer who specializes in education law or contract law. They can advise on whether you have grounds for legal action, such as a breach of contract or violation of your rights under FERPA.
• File a Complaint with the Department of Education: If you are in the U.S. and believe the university is violating FERPA, you can file a formal complaint with the U.S. Department of Education. They will investigate whether the university has improperly withheld your records.

Example

A recent graduate is trying to apply for graduate school but is unable to receive their transcripts because the university claims they have an outstanding parking fine. After paying the fine, the student submits a transcript request, but the school still refuses to release it due to a different, undisclosed hold. The student files a formal complaint with the university’s administration and also contacts the relevant accrediting body. The situation is resolved after the student is informed that the university had failed to properly process the payment, and the transcript is released.