Student Data Access Policy

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.

The Registrar’s Office enforces the Family Educational Rights and Privacy Act (FERPA), UCLA Policy 220 Disclosure of Information from Student Records, the Solomon Amendment, UC BUS-43 (Appendix DS)—Data Security and Privacy, the UC Electronic Communications Policy, and other University privacy policies.

Public Access to Student Data

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. (See UCLA Policy 603: Privacy of and Access to Information—Legal Requirements.)

The Registrar’s Office provides student contact data to U.S. military recruiters under the guidelines of the Solomon Amendment.

Authorized Access to Student Data

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.

Student Right to Access Information

Students have three primary rights under FERPA.

1. The right to inspect and review their education records within 45 days of the day the institution receives a request for access
2. The right to seek an amendment to their education records if the student believes them to be inaccurate or misleading
3. 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.

Contact

For questions about FERPA or access to student data, contact ferpa@registrar.ucla.edu.