Contact us
| Student Records | Last Updated: Nov 09, 2005, 2:37 PM PST |
|
The University of California campuses maintain various types of records pertaining to students; some are maintained for academic purposes; others, such as hospital and employment records, are maintained for other specific purposes. Student records-that is, those pertaining to students in their capacity as students-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. The disclosure of information from student records is governed in large measure by the Federal Family Educational Rights and Privacy Act of 1974, by the State of California Education Code, and by University policy and procedures implementing these laws which protect the student's right of privacy, provide safeguards for the confidentiality of student records, and permit students access to their own records. 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 five rights:
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, confidential information can be disclosed without prior written consent of the student (a) in connection with conditions of certain financial aid awards; (b) when the campus is complying with a judicial order or subpoena; and (c) when authorized federal or State officials are conducting an audit or evaluation of federally supported educational programs. 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 130.721 for a list of exceptions. Normally, the campus will release the following as personally identifiable information which can be made public:
However, students have the right to refuse to permit any or all of these categories to be designated public information with respect to themselves. (See the NOTE above.) 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 the 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 any honors received by the student, such as election to Phi Beta Kappa, 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 Registrar's 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 University Ombudsman, 437 Administration. It is extremely important for each student to keep the Registrar's Office currently informed as personal data changes occur to assure that accurate and complete records are maintained. Students are informed annually of their rights under the University's student records policies and the federal Act. Copies of the Act and University and campus policies are available for review in the Reference Room, Main Library. In addition, University policies are published in Policies Applying to Campus Activities, Organizations, and Students on the web at http://www.students.uci.edu/judicial/uci_policy.php#130.00. Complaints regarding alleged violation of the rights accorded students by the federal Act may be filed with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, D.C. 20202-4605. Types and locations of major student records maintained by the campus are listed in the following table; consult the Campus Directory or building directories for room numbers.
|
| |||||||||||