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.
NOTE: At UCI, an "applicant" becomes a "student" at the time
of submission of their Statement of Intent to Register form.
The disclosure of information from student records is governed in large
measure by the
Federal Family Educational Rights and Privacy Act of 1974 (FERPA), 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
Pursuant to the Federal Family Educational Rights and Privacy Act of 1974 and
University of California Policies Applying to the Disclosure of Information from
Student Records, students at the University have the following five rights:
- to inspect and review records pertaining to themselves in their capacity
- to inspect records maintained by the campus of disclosure of personally
identifiable information from their student records;
- to seek correction of their student records through a request to amend
the records or a request for a hearing;
- to file complaints with the
Compliance Office regarding alleged violations of the rights accorded
them by the Act; and
- to have withheld from disclosure, in the absence of their prior consent
for release, personally identifiable information from their student records,
with exceptions as noted in the University student records policies.
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.
Public and UCI Directory Information
Normally, the campus will release the following as personally identifiable
information which can be made public:
- student's name
- date and place of birth
- address (local and/or permanent)†
- campus email address
- telephone numbers†
- dates of attendance
- major field of study
- grade level
- degrees and honors received
- number of course units in which enrolled
- enrollment status (e.g., undergraduate or graduate, full-time or
- most recent previous educational institution attended
- participation in officially recognized activities, including
- name, weight, and height of participants on intercollegiate University
However, students have the right to refuse to permit any or all of these
categories to be designated public information with respect to themselves. Please view the
UCI Student Information Release Matrix to see what information is available for
release, and what groups may have access to that information.
† Students with an active UCInetID can update this information through StudentAccess.
Restricting UCI Directory Information
Students may restrict all or part of their directory information by updating their release options
through the University Registrar. Physical addresses, next of kin addresses, and phone numbers can be
updated through StudentAccess by students with an active UCInetID. Students without an active UCInetID must contact the
Registrar to update their release options.
Updates are sent directly to OIT, who is responsible for maintaining the campus directory. OIT processes
the data received on a nightly basis. Changes made to directory information through StudentAccess will be
reflected the following day, and should be reviewed by the student to ensure that the information selected
to be restricted is no longer visible in the directory.
Implications of Restricting Student Records
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 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 their
degree granted and the date on which their degree was conferred, that information cannot be
confirmed to a third party without the written consent of the student. Third parties include
graduate schools and employers.
Maintaining Student Records
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. Physical addresses, next of kin addresses, and
phone numbers can be updated through StudentAccess by students with an active UCInetID.
Students are informed annually of their rights under the University's student
records policies and FERPA. Copies of FERPA and University and
campus policies are available for review in the Reference Room, Langson Library. In
addition, University policies are published in
Applying to Campus Activities, Organizations, and Students.
Complaints regarding alleged violation of the rights accorded students by FERPA may be filed with the
Types and locations of major student records maintained
by the campus are listed in the Student Record Location Index.
Consult the Campus Directory or building directories for room numbers.
NOTE: Pursuant to the Federal Family Educational Rights and
Privacy Act of 1974 (FERPA), individual institutions may implement disclosure
policies that exceed those outlined in the Act. It should be noted that
University of California policies are more restrictive than those outlined in
FERPA. The disclosure policies for the UC campuses are outlined in the University of California Policies
Applying to the Disclosure of Information from Student Records, sections