Policies & Procedures


Section 1

Business and Financial Affairs

Information Access and Disclosure

Sec. 720-12: Student and Student Applicant Records - Guidelines

Responsible Office: Registrar
Revised: October 2017

References / Resources

Contact: Registrar at (949) 824-6124

A. Student Applicant Records

Privacy rights of applicants are governed by the State of California Information Practices Act of 1977 (IPA). Neither federal legislation nor the State student records law apply. Until an applicant has enrolled in or registered with an academic program of the University, any records referring to the student are considered to be applicant records and must be used in a manner consistent with protection afforded by the Information Practices Act.

At UCI, "registered with an academic program of the University" occurs at the time of submission of the applicant's Statement of Intent to Register for undergraduate students and at the time of registration for a graduate student's first term.

B. Student Records

Policies applying to the disclosure of information from student records are stated in Section 130.00 of UC Policies Applying to Campus Activities, Organizations, and Students and in Section 130.00 of the UCI Campus Implementation, August 1996.

  1. Notification of Rights

    Students are informed annually of their rights under the University's student records policies and the Federal Act which are stated in UC Policies Applying to Campus Activities, Organizations, and Students; copies are available in the Dean of Students Office.

  2. Locations of Major Student Records

    The Student Record Chart shows the types and locations of student records maintained on the campus and titles and addresses of the officials responsible for the records.

  3. Complaints

    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, S.W., Washington, DC 20202-5920.

C. Restricting Release of Information

Current students wishing to restrict release of phone information should do so through StudentAccess. Current students wishing to restrict release of other public information, and former students, should contact the Registrar's Office, (949) 824-6124, for instructions on how to do so. Questions regarding the rights of students under the University policies and federal law should be directed to the University Ombudsman, (949) 824-7256.