Student data is collected for official University business. The 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 provided 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 term is available approximately eight weeks after the term ends.

The media, including campus publications, must contact the UCLA Office of 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 provided 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 requestor.

In the RSR application, see the Registrar’s Office Policy on Access to Student Data and the recharge and billing policy.

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 every two years before gaining or continuing access.

Student Right to Access Information

Students have three primary rights under FERPA.

  1. The right to inspect and review 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 students believe them to be inaccurate or misleading
  3. The right to have some control over the disclosure of information from those educational records

Students can manage their privacy settings in MyUCLA.

For more information, see UC Policies Applying to Campus Activities, Organizations and Students (Section 130) and UCLA Procedure 220.1 Student Grievances Regarding Violations of FERPA or University Policies on Privacy Rights Applying to Disclosure or Content of Student Records.

Contact

For questions about FERPA or access to student data, contact Valerie Romero, vromero@sait.ucla.edu.