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210 - Annual Student Notices

Title:  Annual Student Notices
Owner:
 Executive Director, Regulatory Affairs
Last Updated/Revised: 04/15/2026

Policy: Federal and state laws require universities to provide students, parents, and/or the community with notices. Federal agencies often create "sample" notices that can be easily tailored. All notices must be distributed and maintained by the appropriate departments to ensure deadlines are met. For example:

  • Family Educational Rights and Privacy (FERPA) - Office of the Registrar (email Oct 1)
  • Constitution Day -AD of Academic Advising and Dean of Students (post announcement in LMS Sept 17)
  • Catalog Updates - Office of Legal and Regulatory Affairs (send email)/Student Services (LMS announcement)
  • Substance Use and Abuse - Office of Legal and Regulatory Affairs (email Oct 1)
  • Voter Registration - Office of Legal and Regulatory Affairs (email Oct 1)
  • Student Consumer Information - Office of Legal and Regulatory Affairs (email Oct 1)
  • Clery Report - Office of Legal and Regulatory Affairs (email and website Oct 1)

All notices will also be publicly available on the University Website under the Consumer Information Page. https://www.usuniversity.edu/current-students/consumer-information

Purpose: The purpose of this policy is to communicate with the university community at least annually on consumer information, privacy policies, and other information required by state or federal agencies. 

Procedure:

The Consumer Information website must be reviewed, and the Clery Annual Report must be published on October 1st (e.g., Clery Act). Constitution Day notices are posted in the Student Portal on September 17th each year. An email with Student Disclosures including, but not limited to: FERPA Disclosure, Title IX Disclosure, Financial Aid Information, Voter Registration, Substance Use and Abuse Policy, University Catalog Link, Student Consumer Link, Clery Report Link, and Federal Fund Paid By The Student to The University Disclosure must be emailed to all current students and those on a leave of absence. An email with the Clery Report Link must be sent to all current staff, full-time faculty, and adjunct faculty. The University's Executive Director will send all of these annual notices on October 1st. If the Executive Director is unavailable, the University Registrar will serve as a backup to send annual notices.

  1. The Executive Director and VP of Legal and Regulatory Affairs will review the template used for annual notices.
    1. The Executive Director will need to work with each responsible department to make sure links and forms are updated.
  2. Once all links and forms are ready to be disclosed, the Executive Director will work on updating the template that includes all required disclosures.
  3. A request to Marketing will need to be submitted to assist in sending disclosure notices to all active students (e.g., enrolled and temporary leave), full-time faculty, adjunct faculty, and staff.

Documents and Forms: None