Request for Systems Access

Completing the Request for Systems Access form (pdf)

Access to Registrar computer systems

Access to and Disclosure of information from student records

Examples of violations

Completing the Request for Systems Access form

1. Download the Request for Systems Access form (pdf)
2. Complete all applicable fields.
3. Sign and date at the bottom of the "EMPLOYEE" section of the form to signify agreement with the corresponding statement.
4. Have your Department Head or Designee sign in the "AUTH." section after reading the systems access and disclosure policies to signify agreement with the corresponding statement on the form. (Be sure to include their printed name and title.)
5. Deliver (or send) the completed form to:
   
   University of California, Irvine
   Office of the Registrar / Student Academic Information Systems
   215 Aldrich Hall, Irvine, CA 92697-4975

Access to Registrar computer systems

Access to any Registrar computer system (ESOC, SINET, etc.,) is granted on a need-to-know basis. An account is provided to the applicant only. By your signature on the reverse you acknowledge that you understand and agree to abide by the following:

• Your logon ID is considered equivalent to your signature and you are responsible for all entries made under it.
• You will maintain proper password security by not revealing your password to anyone.
• You will maintain Registrar systems' security by not giving anyone access to your account.
• You will maintain proper physical security by not leaving any workstation/terminal unattended while you are logged on to a Registrar system.

Violations will result in closure of the account and may lead to disciplinary action.

Access to and Disclosure of information from student records

A number of federal and state laws govern access to and privacy of information maintained in University files, including student records. Access to student records is governed by federal law (the Family Educational Rights and Privacy Act of 1974), state law (the Information Practices Act), and by the University of California Policies Applying to the Disclosure of Information from Student Records.

Access to Student Records is given to:

• the individual student;
• University employees with "legitimate educational interest"; A University employee has legitimate educational interest if s/he needs access to student records in order to perform her/his assigned duties.
• third parties with the written permission of the student;
• by exception under the law.

Individuals are held personally liable for unauthorized access to and/or release of non-public information from student records.

Directory or Public Information is information that may be disclosed without permission of the student unless the student has restricted it from release. Always check release flags or contact the Office of the Registrar before giving out information or check that the inquirer has a signed release. Current campus policy is for restrictions to remain in force until changed by the student or former student. Directory information at UCI is the following:

• Student's name
• Dates of attendance
• Date and place of birth
• Street and email addresses and telephone numbers
• Degrees and honors received
• Number of course units in which enrolled
• Enrollment status, e.g. undergraduate or graduate, full-time or part-time
• Participation in officially recognized activities, including intercollegiate athletics
• Name, weight, and height of participants on intercollegiate University athletic teams
• Most recent previous educational institution attended
• Photo
• Grade level
• Major field of study

Maintain the Confidentiality of Student Records by following these guidelines:

• Access only those student records required to perform your duties.
• Never access or update your own record or that of a friend or relative.
• Ensure privacy of all student records, disposing of information in a secure manner.
• Sign out of the system whenever you leave your desk.
• Absolutely never give out your password or let others use your account.

Examples of violations

• Giving your password to someone.
• Logging in and allowing someone to use your account.
• Adding, deleting or changing another department's schedule or course information without authorization.
• Viewing the record of a student/former student whose record is unrelated to your duties.
• "Browsing" through student records.
• Releasing non-directory information (i.e., GPA or grades).
• Releasing public information that has been restricted (i.e., address or birth date).
• Providing a list of students with a certain GPA or GPA range.
• Providing a list of students by gender or ethnicity.