130.11 Introduction

University of California campuses maintain various types of records pertaining to students; some are maintained for academic purposes, others, such medical records, are maintained for other specific purposes. These policies apply only to records pertaining to students in their capacity as students; they are not applicable to other records, which are maintained for purposes unrelated to a student’s status as a student. The disclosure of information from student records is governed by the Federal Family Educational Rights and Privacy Act (FERPA) and in part by the State of California Education Code. It is the purpose of these policies to provide reasonable interpretations of those laws and to protect the student’s right of privacy as guaranteed by the Constitution of the State of California. When the law is silent, the campuses shall be guided by two principles: (1) the privacy of an individual is of great weight, and (2) the information in a student’s file should be disclosed to the student on request.

General Information

The University of California campuses maintain various types of records pertaining to students; some are maintained for academic purposes; others, such as medical records, are maintained for other specific purposes. These policies apply only to records pertaining to students in their capacity as students; they are not applicable to other records that are maintained for purposes unrelated to a student's status as a student. UCI policy states that students should be allowed to review their file within 15 days of the original request.

The term "student" includes any individual who has been admitted to and has enrolled in, or registered with, any academic program of the University. The term "student" does not include an individual who has not been in attendance at the University (Sections 10.211 & 10.212 of Policies Applying to Campus Activities, Organizations, and Students).

"Student Records" are those records that (a) are directly related to a student, and (b) are maintained by a University of California campus or by a party acting for the campus. Student records include, but are not limited to academic evaluations, transcripts, test scores, and other academic records, general counseling and advising records, disciplinary records, and financial aid records.

Departmental files are not considered to be part of the students’ permanent record; therefore, the course directors have the right to delay the review of materials within the file until after a final grade has been assigned and that grade becomes part of his/her permanent record. After the final grade has been assigned, the student should be permitted to review all items within the departmental file.

The disclosure of information from student records is governed by the Federal Family Educational Rights and Privacy Act (FERPA) and in part by the State of California Education Code. It is the purpose of these policies to provide reasonable interpretations of those laws and to protect the student's right of privacy as guaranteed by the Constitution of the State of California. When the law is silent, the campuses shall be guided by two principles: (1) the privacy of an individual is of great weight, and (2) the information in a student's file should be disclosed to the student on request.

For the purposes of implementing the provisions of FERPA, the University is viewed as nine separate institutions, rather than as a single entity. Therefore, personally identifiable information contained in student records maintained by one campus may not be disclosed to the other campuses without the written consent of the student, unless the disclosure is consistent with the provisions of Section 10.70 of the University of California Policies Applying to the Disclosure of Information from Student Records. (Section 10.221 of Policies Applying to Campus Activities, Organizations, and Students)

Disclosure of Information

The following records shall not be subject to inspection by students:

Financial records and statements of their parents or any information contained therein. Information from the Parents' Confidential Statement, or equivalent information, may be released to the student on condition that the proper authorization has been signed by the parent(s).
Confidential letters and statements of recommendation which were placed in student records; provided that: (a) The letters and statements were solicited with a written assurance of confidentiality, or sent and retained with a documented understanding of confidentiality, and (b) The letters and statements are used only for the purposes for which they were specifically intended.
Confidential letters and statements of recommendation which were placed in the student's records, respecting admission, employment, or the receipt of an honor... (Sections 10.420 - 10.423 of Policies Applying to Campus Activities, Organizations, and Students)
Policy - Pursuant to the Federal Family Educational Rights and Privacy Act of 1974 and the University of California Policies applying to the Disclosure of Information from Student Records, students at the University have the following rights:

to inspect and review the student's own records;
to request correction of the student's own records;
to grieve an alleged violation of privacy rights, as specified in the University of California Policies

Applying to Disclosure of Information from Student Records;
to consent to disclosures of personally identifiable information contained in student records, except to

the extent disclosures without consent are authorized under the Federal Family Educational Rights and

Privacy Act;
to file with the United States Department of Education a complaint concerning alleged failures by the

campus to comply with the requirements of the Federal Family Educational Rights and Privacy Act;

and
to be informed where copies of student records policies are located and obtain a copy;
parents or eligible students have the right to inspect and review all of the student’s education records

maintained by the school;
schools are not required to provide copies of materials in education records unless, for reasons such as

great distance, it is impossible for parents or eligible students to inspect the records;
schools may charge a fee for copies.

NOTE: There are instances in which information can be disclosed without prior written consent of the student. University officials may require access to student records in the course of the performance of their assigned duties. Further,

in connection with conditions of certain financial aid awards;
when the campus is complying with a judicial order or subpoena; and
when authorized federal or state officials are conducting an audit or evaluation of federally supported

educational programs, confidential information can be disclosed without prior written consent of the student. There are also other situations in which the University is required to disclose information. See Policies Applying to Campus Activities, Organizations, and Students, Part B, Section 10.721 for a list of exceptions.

Normally, the campus will release the following as personally identifiable information that can be made public:

Student's name;
Address (campus, local, and/or permanent) and telephone numbers;
Date and place of birth;
Major field of study, dates of attendance, degrees and honors received;
Number of course units in which enrolled;
Most recent previous educational institution attended;
Participation in officially recognized activities, including intercollegiate athletics;
Name, weight, and height of participants on intercollegiate University athletic teams.

However, students have the right to refuse to permit any or all of these categories to be designated public information with respect to them. If a student requests that information from his or her records not be regarded as public information, then the information will not be released to anyone without written consent of the student. The student should be aware of the important implications of exercising this right. For example, if a request is made to withhold from disclosure a student's name and degrees and honors received, the campus cannot release for publication information on any honors received by the student, such as election to Alpha Omega Alpha (AOA), and cannot include the student's name and degree earned in the campus commencement program without the written consent of the student. Similarly, if a request is made to withhold from disclosure a student's name and dates of attendance, a student's status as a student cannot be verified for potential employers without the written consent of the student. Further, if a student's last instruction to the campus was to withhold from disclosure the degree granted to that student and the date on which the degree was conferred, that information cannot be confirmed for a third party in connection with the appointment of that graduate to a new position or in connection with an honor that individual received without the written consent of the student.

Students wishing to restrict release of public information should contact the Medical Education Office for instructions on how to do so. Questions regarding the rights of students under the University policies and the federal law should be directed to the Vice Chancellor of Student Affairs or that person's designate, 260 Administration.

Every student is provided with a record of current term enrollment as part of his or her registration materials for the next quarter to ensure the accuracy of official enrollment. Students are urged to report officially to the Medical Education Office all changes in personal data and enrollment data. It is extremely important for each student to keep the Medical Education Office currently informed, as changes occur to assure that accurate and complete records are maintained.

Students are expected to notify the Registrar's Office in writing when their local, permanent, or next of kin address changes. Change of Address Cards are available at the Registrar's Office. Students should also leave a forwarding address with the US Postal Service. The student is held responsible for any delay in communications sent from any University office when that office uses the last address submitted by the student.

These campus regulations implement the University of California “Policies Applying to Disclosure of Information from Student Records”.

To read the full policy, download: UCI Student Records and Rights of Privacy.