Navigating the UCLA Registrar's Office: A Comprehensive Guide

The UCLA Registrar's Office plays a crucial role in supporting the university's mission by managing student records, facilitating enrollment, and ensuring academic integrity. As custodian of student records, the Registrar’s Office is responsible for services including enrollment, degrees, classes, transcripts, grades, official publications, and more. This article provides a detailed overview of the Registrar's Office, its services, policies, and contact information, designed to assist students, faculty, staff, and third parties in effectively navigating its resources.

The Role and Responsibilities of the UCLA Registrar's Office

The UCLA Registrar’s Office supports the teaching, service, and research mission of the University. The office is part of the Student Affairs organization and has over 30 staff members to assist students, faculty, and campus staff. The office operates as secretary to the faculty and as the official record-keeper of the University.

The Registrar’s Office is committed to ensuring the integrity, accuracy, and security of student academic records; fostering a collaborative and collegial professional staff environment; and providing prompt, high-quality, caring, and compassionate services for all constituents. Forging the path between student data and technology, the Registrar’s Office delivers innovative solutions and quality services.

Key responsibilities include:

Maintaining Academic Records: Ensuring the integrity, accuracy, and security of student academic records.
Enrollment Services: Managing registration, enrollment, and verification of student status.
Degree Services: Issuing diplomas and verifying degrees.
Transcript Services: Providing official academic transcripts.
Official Publications: Producing the UCLA General Catalog and the quarterly Schedule of Classes.
Policy Enforcement: Enforcing policies related to student data privacy, including FERPA.

The Registrar Kate Jakway-Kelly is the University Registrar and is responsible for the leadership and management of the programs, services, and operations of the office. She leads managers in the planning, development, and delivery of services. The University Registrar has operational authority and responsibility for services in the areas of academic publications and scheduling, academic record services, enrollment and degree services, and student information systems. Services include issuance of transcripts and diplomas, verification of attendance, release of public information, registration and enrollment, collection of grades, and production of official campus publications including the UCLA General Catalog and the quarterly Schedule of Classes.

Accessing Student Data and Privacy Policies

Public Access

Student data is collected for official University business. This access policy sets forth conditions under which student data may be distributed in a manner consistent with FERPA and University policies. Student data is not available to the public, including individuals, businesses, and organizations. The public may obtain contact information for a specific set of students as allowed by FERPA by using the Campus Directory.

UCLA has authorized National Student Clearinghouse to act as its agent for all verifications of student enrollment and degrees. Degree verification for the most recent academic term is available approximately eight weeks after the term ends. The media, including campus publications, must contact the UCLA Media Relations at 310-825-5295 for all inquiries. For requests under the Public Records Act, contact the UCLA Records Management and Information Practices office at 310-794-8960. military recruiters under the guidelines of the Solomon Amendment.

Authorized Access

The authorization process for University staff, and the type of student data that may be available, varies according to the academic or administrative responsibilities of the sponsoring department or unit. The Student Affairs Web (SAWeb) portal has a suite of reports that authorized staff use frequently. They can also use SAWeb to request student record data by submitting a Registrar’s Service Request (RSR). Charges, if any, vary depending on the request and the requester. In the RSR application, see the Registrar’s Office Policy on Access to Student Data and the recharge and billing policy.

Campus personnel who access student record data in any location or format (SRS, SAWeb, SRDB, Enterprise Directory, etc.) are required to complete the FERPA Quiz every two years before gaining or continuing access.

Student Rights Under FERPA

Student records are protected by FERPA. Students have certain rights under FERPA to inspect, review, and amend their records. Students can also choose to restrict their public information. Students have three primary rights under FERPA:

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The right to inspect and review their education records within 45 days of the day the institution receives a request for access
The right to seek an amendment to their education records if the student believes them to be inaccurate or misleading
The right to have control over the disclosure of certain information from their education records

Students can manage their privacy settings in MyUCLA. For more information, see UC Policies Applying to Campus Activities, Organizations and Students (Section 130) (PDF) and UCLA Procedure 220.1 Student Grievances Regarding Violations of FERPA.

Relevant Policies

The Registrar’s Office enforces several key policies, including:

FERPA (Family Educational Rights and Privacy Act): Protects the privacy of student education records.
UCLA Policy 220: Governs the disclosure of information from student records.
Solomon Amendment: Addresses the release of information to military recruiters.
UC BUS-43 (Appendix DS): Focuses on data security and privacy.
UC Electronic Communications Policy: Regulates electronic communications within the university.

Verifications and Letters Provided by the Registrar's Office

The Registrar's Office offers various verification letters and documents to students for different purposes.

Proof of Enrollment

Proof of enrollment certifies registration (fee payment and enrollment status) and degrees earned to verify UCLA attendance. Proof of enrollment is available online. Students who need official verification of their UCLA enrollment can obtain a proof of enrollment letter through MyUCLA (classes tab). The proof of enrollment letter does not display courses or grades, but does include:

Month and day of birth
Date(s) of admission
Terms and dates of attendance
Enrollment status for each term attended
Class level and career
College or school attended
Major(s)
Degree-expected term
UCLA degree(s) awarded and date(s) of award
Registrar’s seal and signature

A study list of 12 or more units for registered undergraduate students, or 8 or more units for registered graduate students, is considered full-time status for enrollment reporting, insurance, intercollegiate athletics, university housing, and financial aid purposes. Proof of enrollment confirms student enrollment status only after registration fees have been paid for the term. Verification of student workload is based on actual enrolled units. It does not consider wait-listed units.

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Classes Dropped for Nonpayment Letter

After the term registration fees payment deadline, classes are automatically dropped if fees have not been paid in full. Nonpayment drop dates are published on the term calendar. For verification that classes were dropped for nonpayment on a scheduled drop date, students can obtain an official classes dropped for nonpayment letter. This letter does not guarantee re-enrollment.

Student Loan Verification

The proof of enrollment letter is an acceptable document for student loan deferment. UCLA has authorized National Student Clearinghouse to supply student enrollment verification for all third-party requests. The Clearinghouse also reports student enrollment verification to the National Student Loan Data System (NSLDS).

New Incoming Student Scholarship Verification

New students who require proof of enrollment to receive a scholarship may obtain a letter confirming admission to the University and intent to register for the term of admission by using a new student verification request. Or, students may wait until fees are paid to request proof of enrollment. Use the DMV letter request.

Internship Course Credit Verification (195CE)

Students may obtain a letter that verifies academic credit is being received for a 195CE internship course by using the internship letter request. Students must be enrolled in the 195CE class before submitting this request.

Degree Verification

For graduating students, verification of a degree can be issued after the degree has been posted to the student’s record, approximately six weeks after the end of the term. If earlier proof of degree is required, students can request a degree completion letter; they should also contact a degree auditor. There is no fee for this letter, but a special degree processing fee may apply if special action must be taken.

English Language Verification

The downloadable English language verification (PDF) confirms that courses at UCLA are taught in the English language, unless otherwise noted (e.g., foreign language courses). It also refers to the official UCLA policy as published in the UCLA General Catalog Academic Policies section.

Notarization Services

The UCLA Registrar’s Office notarizes only those documents it issues: diplomas, official transcripts, and proofs of enrollment.

Special Verification Letters

A student who needs a verification letter for anything not covered herein should submit a special letter request. This form should NOT be used for any documents or services that are already available through MyUCLA or for which a specific form already exists. When describing the special request, the student should be as specific as possible. If the request can be satisfied, a special handling fee is charged to the student BruinBill account. Allow three business days for processing. Online requests are preferred. However, students who cannot access the online special letter request may submit a PDF/paper request instead.

Fees and Payment

Proof of enrollment is available at no charge through MyUCLA. Most other documentation is also available to students at no charge. Fees for services, expedited delivery, and special handling are selected and acknowledged on each form. See also the complete list of transcript-related fees. Fees are subject to change at any time. Online orders require an American Express, Discover, MasterCard, or VISA credit card. In-person orders by current students are billed to the BruinBill account.

Third-Party Verifications

All third parties, such as employers and creditors, must obtain verifications from UCLA-authorized National Student Clearinghouse or the appropriate professional school.

National Student Clearinghouse:

Undergraduate degree
Graduate academic degree (1980 or later)

School of Dentistry:

DDS degree (1980 or later)
Pre-1980 DDS degree
Residency training programs: internship, postgraduate, etc.

School of Law:

JD, LLM, MLST, or SJD degree (1980 or later)
Pre-1980 JD or LLM degree

David Geffen School of Medicine:

MD degree (1980 or later)
Pre-1980 MD degree
Individual programs: clinical, fellowship, internship, residency, training, etc.

Ordering Transcripts

Most transcript orders are processed through MyUCLA.

Official Academic Transcripts

Official academic transcripts can be ordered online through MyUCLA. Transcript orders may not be faxed or sent electronically; these are not secure transmission methods and cannot safeguard personal data.

Accessing Student Data Systems

Student Data Access Policy

Access to OASIS (SRS), SAWeb, and Other Data Systems

Student records data access is granted by different system owners. Access is facilitated by the departmental security administrator (DSA). The DSA must submit a System Access Request (SAR) through Service Now on behalf of the staff member who needs access. Applies to OASIS logon ID creation, and initial access to both OASIS and SAWeb. Select the Registrar’s Function option.

Course Inventory Management System (CIMS)

Active teaching faculty and authorized staff use the Course Inventory Management System (CIMS) to create new courses, revise existing courses, delete obsolete courses, and submit Fiat Lux seminars, Honors seminars, and variable topics sections. Course approval requests are processed through the Course Inventory Management System (CIMS), a secure online application that collects course data and routes it through the approval process.

FERPA Training for Faculty and Staff

All staff who access or use student data are required to take FERPA training. Campus personnel with access to student records data in any location or format (SRS, SAWeb, SRDB, Enterprise Directory, etc.) are required to complete the FERPA Quiz before gaining access to student data and to take the quiz every two years to continue access. A FERPA tutorial is available to study at anytime or before taking the quiz. Essential information for faculty, teaching assistants, and readers. The Family Educational Rights and Privacy Act (FERPA) and UC policy restrict the disclosure of information from student records.

Contacting the Registrar's Office

General Inquiries

See the service directory for Registrar services available online. Former students should include the 9-digit UCLA ID number (if known) in all communications. Current students should contact the Registrar’s Office through the Message Center.

Fax documents to 310-206-4520. Students should include the 9-digit UCLA ID number (if known) in all communications. Students can order a transcript through MyUCLA.

Third-Party Verification

Third parties, such as employers and creditors, use National Student Clearinghouse for verifications.

Campus Directory

UCLA faculty, staff, student, and delivery addresses may be found in the Campus Directory.

A Brief History of UCLA

With only 11,000 inhabitants in 1880, the pueblo of Los Angeles convinced the state government to establish a State Normal School in Southern California. Enthusiastic citizens contributed between $2 and $500 to purchase a site; and on August 29, 1882, the Los Angeles branch of the State Normal School welcomed its first students to a Victorian building that had been erected on the site of an orange grove. By 1914 Los Angeles had grown to a city of 350,000 residents. The school moved to new quarters-a Hollywood ranch off a dirt road that later became Vermont Avenue. In 1919 the school became the Southern Branch of the University of California and offered two years of instruction in Letters and Science. Third- and fourth-year courses were soon added; the first class of 300 students graduated in 1925. In 1927 the Southern Branch earned its new name: University of California at Los Angeles. The name was changed again in 1958 to University of California, Los Angeles.

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