at a college or a university, who has access to the records and has to know the sex

this is just something that i am wondering. I have been reading a very good enjoyable story of this college boy that is going to daily classes and interacting with the students, as a full time girl. They relate to him as any other girl and its a fun story.
but, near the start of this story, he had a meeting with some of the teachers, the coaches and administrates and told them he was a boy. He is honest, and doesn't want to cause any problems. And about that part, I palm faced
to be accepted, you have to consent to have them look into your records. you have to sign forms, and even your social security number. they look through everything. So they have to know, and been okay with it
but that part was written as if it was a shock to them at first. and I was like, REALLY? COME ON STORY

Well we are past that and now hes in his second year, and been admitted to the national cheerleading organization board
and none of them know. And im thinking, he would have had to sign some documents and they would look into his records to be on their board. But they dont know, they think hes just some other college girl
its still a very good story. Its the Lee Corcoran stories. they are very popular and well written.