In accordance with the Federal Family Educational Rights and Privacy Act of 1974 as amended, and campus procedures that implement the University of California Policies Applying to the Disclosure of Information from Student Records, the following information is published.
Students' academic records are maintained in their academic department and appropriate college or school, or the Graduate Division; the maintenance of these records is the responsibility of the department chair or dean. Students who believe that their records contain incorrect or misleading information and who seek review of these records with a view towards altering or expunging a portion of them, should make initial inquiry and petition through the appropriate department chair or academic dean, who institutes an informal investigation and, if necessary, refers the matter for hearing.
Student records maintained by the Office of the Registrar include the official UCR academic record (transcript), academically-related information, and the Residence Classification form. The maintenance of these records is the responsibility of the Registrar. These records are available only to officials and employees of the University of California who need access to them for the performance of their official duties or to bona fide agents of the University for the collection of overdue debts to the University (but only as may be necessary to ensure collection of the overdue debt). Students who believe that their records contain incorrect or misleading information, and who seek review of those records with a view towards altering or expunging a portion of them, should make initial inquiry and petition through the Registrar, who institutes an informal investigation, and if necessary, refers the matter for hearing. Students may inspect records, maintained by the campus, of disclosures of personally identifiable information from their student records.
Records are maintained by the Office of Undergraduate Admissions for every undergraduate student who attended UCR with the exception of students enrolled exclusively in University Extension or Summer Session. These files containing the original admission application, transcripts from institutions previously attended, and other documents related to applications for admission are held for five years after the last date of attendance or until graduation (whichever occurs earlier) at which time they are purged. Maintenance of these records is the responsibility of the Director of Undergraduate Admissions.
Records are maintained by the Office of Financial Aid that are relevant to financial aid awards, work-study employment, and academic information as it pertains to satisfactory academic progress standards. These records include, but are not limited to, the Free Application for Federal Student Aid (FAFSA), Federal Income Tax Forms (1040, 1040A, 1040EZ), Financial Aid Transcripts (FAT) from schools previously attended, the Verification Form, and student employment forms. Maintenance of these records is the responsibility of the Director of Financial Aid.
Students who have records in various student service offices such as Career Services, Counseling Center, Health Service, Housing, International Services Center, Learning Center, Special Services (for disabled and veterans' services), and Women's Resource Center, should contact those offices for information. Student discipline records are kept in the Vice Chancellor--Student Services and Enrollment Office.
The University of California, Riverside considers the following to be public information with respect to individual students: address (campus and/or permanent); telephone numbers; date and place of birth; major field of study; dates of attendance; degrees and honors received; the name of the most recent previous educational institution attended; participation in officially recognized University activities, including intercollegiate athletics; and the name, weight, and height of participants on intercollegiate University athletic teams.
Students have a right to refuse to permit any or all of the above categories of personally identifiable information to be designated as public information with respect to themselves. Students who do not want their name and local telephone number to be published in the campus telephone directory must sign and date the telephone directory restriction box that appears on their PIN Enrollment Appointment and Personal Data Form and return it to the Office of the Registrar, 1100 Hinderaker Hall. Students who wish to have any, or all of the items defined as public information to be restricted from release outside the University must check each item to be restricted on their PIN Enrollment Appointment and Personal Data Form and return it to the Office of the Registrar, 1100 Hinderaker Hall.
Students who choose to restrict personally identifiable information about themselves that has been defined as public information are advised of some potential implications. The campus may not then disclose to anyone (including prospective employers, hometown newspapers, and others outside the University) information from a restricted category, such as the award of a Regent's Scholarship, election to Phi Beta Kappa, degree(s) granted and the date(s) conferred, and dates of attendance. Students may reverse their decision of a previous quarter on the next quarter's PIN Enrollment Appointment and Personal Data Form.
Students also have the right to refuse to permit any or all of the above categories of personally identifiable information to be designated as public information with respect to themselves during all quarters that they are not registered at UCR, including the period following graduation. Students wishing to exercise this right shall present to the Office of the Registrar a separate written statement of the personally identifiable information related to themselves that is not to be designated as public information with respect to themselves during those absences.
Copies of the University of California Policies Applying to Disclosure of Information from Student Records are available in the following offices on the UCR campus: Office of the Executive Vice Chancellor, Office of the Registrar, Office of the Vice Chancellor--Student Services and Enrollment, and Office of the Ombudsman. These offices also have copies of the Federal Family Educational Rights and Privacy Act of 1974, as amended, for review.
Students have a right to file complaints with the Family Policy Compliance Office, U.S. Department of Education regarding alleged violations of the rights accorded them by the Family Educational Rights and Privacy Act of 1974, as amended. Students are urged to bring to the attention of the UCR Ombudsman any problems or possible violations of rights associated with the Act.
