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The 1974 Family Education Rights Privacy Act (FERPA) established strict regulations on how and by whom students’ personal academic information may be accessed. Almost all student-specific information is FERPA protected. Only very limited directory information may be made publicly available and only if the student has officially released that information.

It is department and university policy to observe all local, state, and federal laws and to maintain the highest standards of personal data security. Only designated student services personnel have access to protected student information. Protected data include (but are not limited to) transcripts, GPA, class rank, race and ethnicity (including URM status), nationality, gender, and credit load. Departmental student services staff are expressly prohibited from sharing protected information with anyone other than the student unless formal documents have been filed releasing information to a specified third party.

Unless a faculty member has been officially designated as a student’s faculty adviser, he/she does not have access to protected information other than the grade(s) he/she assigned to that student. Instructors (faculty, lecturers, TAs, etc.) are reminded that the grades assigned in their courses and other identifying information are protected under FERPA regulations and cannot be shared with anyone other than the individual student (including other instructors).

Further information and guidance are available from the UW Office of the Registrar.

Undergraduate class rankings

At the end of each spring quarter, our department will prepare annual class rankings for the following two cohorts:

  • Graduated seniors
  • Rising seniors

Departmental staff will calculate both a cumulative GPA rank and an in-department GPA rank. These lists will not be posted or distributed per FERPA regulations. However, students may request their personal rank information and share it with whomever they like.

Graduate class rankings

Due to the highly diverse and individualized nature of graduate education, our department does not track class rankings for graduate students.

Letters of recommendation

When students approach you for a letter of recommendation, it is their responsibility to provide you details about their academic, work, and personal history. Department staff cannot disclose this information for them.

Instructors planning to reproduce ANY copyrighted material for distribution to a class should publish it as a Course Pack for a number of reasons, including control of copyright violation liability and departmental costs. UW copy center Creative Communications can help you create your course pack and comply with copyright permissions through the UW Copyright Permissions Center (CPC). See also Executive Order 36 on copyright permissions.

The University of Washington Time Schedule (i.e., schedule of classes) is managed by the Office of the Registrar. Each department prepares a list of courses to be offered -- including course format and meeting days/times -- as well as classroom preferences. This information is prepared and submitted 6-9 months in advance.

The A&A Department prepares and submits its quarterly schedule based on careful attention to long-term strategic planning, expected enrollment, avoiding course conflicts, and ensuring an effective learning experience for students. Though the particular needs or preferences of an individual instructor will be considered whenever possible, the department cannot guarantee that all scheduling requests will be met.

Though the department designates the format and times of a course offering, classroom assignments are made by the Time Schedule officePlease note that all classrooms in Guggenheim Hall (including GUG 220, 218, and 204) are general assignment classrooms. Our department does not control these rooms. Additionally, it is department policy to observe all classroom capacity guidelines. Except in cases where proportional enrollment attrition can be reasonably expected, the department will not intentionally overload classrooms.

Except in cases of extreme and compelling circumstances, the Department will not submit Time Schedule changes after the Time Schedule Construction deadline. Should you wish to request a late Time Schedule change, the request must first be reviewed and approved by Associate Chair for Academics and the Department Chair (with a cc to the Director of Academic Services).

The University's procedural guidelines addressing allegations of scientific and scholarly misconduct are contained in Executive Order No. 61, which was prepared to comply with federal regulations.

The Office of Research Misconduct Proceedings is responsibile for coordinating inquiries and investigations in cooperation with the deans of schools and colleges. Allegations of scientific and/or scholarly misconduct are most frequently reported within a department to the chair, who must transmit them in writing and in strictest confidence directly to the Office of Scholarly Integrity.

As a courtesy, please also send a confidential copy of any such correspondence to the Associate Dean of Academic Affairs.

Please note: This policy pertains to allegations of scholarly or scientific misconduct by academic staff. If you are searching for College of Engineering policies on academic misconduct (e.g., cheating) by students, please see Academic Misconduct.

Other Ethics Resources