Privacy Rights
Students have the right to inspect and review records that relate to themselves in their capacity as students, and to request corrections of records which are inaccurate. Most disclosures from student records to outside parties require prior consent from the student (with certain exceptions such as public information). If students have questions about access to or disclosure of information contained in their student record, they should contact Student Judicial Affairs (SJA) at 752-1128. See Section 130.00 of UC Policies Applying to . . . Students (UC Policies) ; Policy & Procedure Manual (P&PM) Section 320-21 ; the UC Davis General Catalog, Appendix on University Policy on Nondiscrimination, Sexual Harassment, Student Records, and Privacy, and in the Class Schedule and Registration Guide, published quarterly.
Quick Guide to Privacy of Student Records (PDF)
Summary of policies about privacy and confidentiality of student records.
Disclosures from Student Records
Under the Family Educational Rights and Privacy Act (FERPA) of 1974 and University and campus policies, UC Davis students have the following rights:
- To inspect and review their own student records within 45 days after the campus receives a request for access. Students should submit a written request to the Registrar or other department having the records specifying the records to be reviewed. Questions about how to obtain records should be referred to Student Judicial Affairs at (530) 752-1128.
- To request the amendment of their own student records if they believe the records are inaccurate or misleading. Students should submit a written request to the department having the records specifying the portion of the record the student wants changed why it is believed to be inaccurate or misleading. The responsible official has 45 days to determine whether the record should be changed and notify the student of the decision and of the right to a hearing (including information about hearing procedures).
- To restrict disclosure of information contained in their student records,
except when law and policy permit disclosure without consent. In general,
student records cannot be disclosed without the student's written consent.
Exceptions include:
- No consent is required for disclosure of Directory or public information including the student's name; local and/or permanent address(es) and telephone number(s); dates of attendance; major; grade level; enrollment status (undergraduate/graduate, full or part time); number of enrolled course units; degrees and honors received; most recent previous educational institution attended; participation in officially recognized activities, including intercollegiate athletics, and the name, weight, and height of participants on ICA teams.
- To request that their address and telephone not be disclosed, students must submit a request to the Registrar. To keep e-mail addresses confidential, students must contact https://computingaccounts.ucdavis.edu/
- Students may designate as confidential and withhold all information about themselves by filing a request with the Registrar. If all information is designated confidential, no information about the student can be disclosed without the student's written consent, including verifying student status or any degrees earned.
- Student records may be disclosed without consent to campus officials (e.g., faculty, staff, or student employees) having a legitimate educational interest in the records.
- Legitimate educational interest means the information is relevant and necessary to a task or determination that is an employment responsibility or an assignment for the inquirer and/or related to the (a) inquirer's participation in the student's education; (b) discipline of a student; or (c) providing a service or benefit related to a student or student's family (e.g., health care, counseling, job placement, or financial aid).
Social Security Numbers
A student's Social Security number is used to verify personal identity in the UC Davis Student Records System. Disclosure of social security number is mandatory. In compliance with state law, Social Security numbers are confidential and are not used as student identifiers.
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