Many University employees with a "legitimate interest" have access to students’ academic records. We are obligated to protect the privacy of the student records to which we have access. The disclosure of information from student records is governed by the federal Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, which is intended to protect the student’s right to privacy.

What are student records and what can be disclosed to parties other than the student? Student records maintained by UC or another group acting for UC include, but are not limited to, transcripts (grades), exam papers, test scores, evaluations, and financial aid records.

The following are NOT considered student records:

	Applicant records
	Campus police records created and maintained solely for law enforcement purposes
	Health records which are created, maintained, or used only in connection with treatment
	Alumni records when employment does not result from, and does not depend upon, the fact that an individual is a student
	Personal records of instructional, supervisory, and administrative personnel which are kept in the sole possession of the maker of the record, and are not accessible or revealed to any other individual

1. Public information, to which third parties* have access, and
2. Confidential information, to which third parties may have access ONLY if the student provides explicit written authorization.

* anyone other than the record custodian and the student about whom the information pertains


Public Information for Students Without NRI

UCSC has defined the following items as public information which may be released from student records to any person UNLESS the student has requested Non-Release of Public Information, indicated in Academic Information Systems (AIS) by this symbol. No other information may be released without the written consent of the student.

When you receive an inquiry for information which is considered public information, determine the student’s last quarter of attendance, then refer to the chart below:

New students: Beginning with the first day of the quarter, University officials may release name and college affiliation. After the NRI filing deadline, all items of public information may be released unless an NRI has been filed. Prior to the first day of the quarter no information will be released.

If the student is currently enrolled or if the university is between quarters, and the student is activated to the upcoming quarter, you may release items defined as public information with the exception of credits currently enrolled if it is between quarters.

If the student is no longer enrolled; i.e., the last quarter shown on the Student Term Search page (Home > Manage Student Records > Manage Academic Records > Inquire > Student Term Search) is prior to the current quarter, you may release the items indicated below.

Public Information Quick Reference Chart for Students Without NRI (Non-Release of Information)	New Student-- before the Quarter Begins	New Student-- first day of the quarter through NRI deadline (7th day of instruction), then follow continuing student	Continuing Student	No Longer Enrolled
Student Name	NO	YES	YES	YES
Local Telephone	NO	NO	YES	NO
Local Address (current mailing or campus/college)	NO	NO	YES	NO
E-Mail	NO	NO	YES	NO
College	NO	YES	YES	YES
Major	NO	NO	YES	YES
Class Level (e.g., frosh, senior)	NO	NO	YES	YES
Dates of Attendance	NO	NO	YES	YES
Number of Credits Enrolled Current Term	NO	NO	YES	NO
Degrees and Honors	NO	NO	YES	YES
Name, Weight, Height of Intercollegiate Athletes	NO	NO	YES	NO

Student names, phone numbers, and e-mail addresses are published in the UCSC Campus Directory. Students without an NRI may choose to not release this information to the Campus Directory. All other information contained in a student record is considered confidential.

Examples of Information Not Defined as Public Information

	grades
	GPA
	number of credits completed
	social security number
	student number
	anticipated graduation
	date of birth
	student schedule

If you are unsure, or where the law is silent, the campus is guided by the following principles:

Each department that maintains student records and each individual who has access to that information is responsible for the confidentiality of the information.

Requesting Non-Release of Public Information (NRI)

Students may request non-release through the Academic Information System (AIS). The NRI remains in effect until the student requests, using AIS, that it be rescinded. For students with an NRI, no information may be released. The appropriate response to a request for information about a student with an NRI is "We have no information regarding a person by that name."

A school official may assist a student with an NRI so long as the identity of the student can be verified using the last four digits of the student's Social Security number plus a combination of three of the four following pieces of information: name, date of birth, home address, and course enrollment information. Students with an NRI can elect to release information to Dean's/Honors Lists and Commencement Programs.

Take the FERPA quiz! Go to http://reg.ucsc.edu and click the “Privacy of Student Records” link, then click on“FERPA quiz” in the left-hand column.

Call or e-mail the University Registrar, Pamela Hunt-Carter, at 831-459-2749 or phcarter@ucsc.edu if you have any questions regarding the privacy of student records.

For FERPA FAQs, go to http://reg.ucsc.edu/faqs/guidelines.htm

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Last revised: 9/8/08