Navigating UC Davis Student Directory Information and FERPA
The Family Educational Rights and Privacy Act (FERPA) plays a vital role in safeguarding student information at UC Davis. For students, it establishes key data privacy rights. For UC Davis employees, FERPA serves as a guideline, helping to ensure the protection of student information.
Understanding FERPA
FERPA is a federal law designed to protect the privacy of students' Personally Identifiable Information (PII) within their educational records. These records encompass any information directly related to a student that is maintained by the university. FERPA protections extend to all enrolled students, including international and undocumented students.
What Information is Protected?
Under FERPA, UC Davis can only share a student's PII with their written consent or with authorized third parties under legally permissible circumstances. Student PII includes, but is not limited to:
- The student’s address
- Student identification number
- Immigration status
- Any other information that, alone or combined, could reasonably identify the student.
It's important to note that FERPA does not require prior consent for the disclosure of directory information. Students who wish to restrict access to their directory information should review their options and take action through the Office of the University Registrar.
Student Rights Under FERPA
Students have several rights regarding their PII:
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- Right to Access and Review: Students can access and review their own educational records.
- Right to Request Corrections: Students can request corrections to their student records if they believe the information is inaccurate or misleading.
- Right to Limit Disclosure: Students can limit the disclosure of their education records in certain ways.
- Right to File a Complaint: Students can file a complaint with the U.S. Department of Education if they believe UC Davis has violated their FERPA rights.
To fully understand these rights, students are encouraged to review the UC Davis Official FERPA Notification.
Protecting Your Privacy
Beyond FERPA, students can take proactive steps to protect their privacy:
- Be Mindful of Information Sharing: Exercise caution when sharing personal information online or with third parties.
- Read Privacy Policies: Review the privacy policies of digital platforms to understand how your information is collected and used.
- Beware of Phishing Scams: International students, in particular, should be aware of common phishing schemes. Resources like the Security Awareness Guides (IET), Career Center: Job Scams, and SISS Protecting Yourself from Scams can provide valuable information.
Disclosure of Information
The disclosure of information from student records is governed by FERPA, the State of California Education Code, and system-wide policies and procedures. These regulations aim to:
- Protect student privacy
- Safeguard the confidentiality of student records
- Permit students access to their own records
- Provide a mechanism for students to request corrections to their records
Exceptions to Prior Consent
Students should be aware that there are situations where information can be disclosed without their prior written consent. These include:
- Transfer to Another School: The university may disclose educational records, including academic and disciplinary records, to another school where the student has enrolled or transferred. This applies to any school previously or subsequently attended (or applied to) by the student.
- Legitimate Educational Interest: University officials with a legitimate educational interest may require access to student records in the course of their duties.
- Financial Aid Awards: Confidential information can be disclosed in connection with conditions of certain financial aid awards.
- Judicial Orders or Subpoenas: Disclosure may be required when complying with a judicial order or subpoena.
- Audits and Evaluations: Authorized federal or state officials may access information when conducting an audit or evaluation of federally supported educational programs.
- Other Situations: There may be other situations where the university is required to disclose information.
Directory/Public Information
Students have the right to withhold disclosure of directory/public information. They can also prevent the release of personally identifiable information from their student records, with certain exceptions outlined in the University student records policies. The Directory Confidential Update Form and All Records Restriction Request offer mechanisms for students to control their information.
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