Understanding UCI Student Directory Information and FERPA Rights

The University of California, Irvine (UCI) maintains a student directory containing specific information about its students. This information is primarily updated through StudentAccess by students with an active UCInetID, with updates being sent directly to OIT, who is responsible for maintaining the campus directory and the data received on a nightly basis. Understanding what information is included in this directory, how it's used, and your rights regarding its disclosure is crucial. These rights are primarily governed by the Family Educational Rights and Privacy Act (FERPA).

What is FERPA?

The Family Educational Rights and Privacy Act (FERPA) is a federal law enacted in 1974 that protects the privacy of student education records. It applies to all educational agencies and institutions that receive funding under any program administered by the U.S. Department of Education (Department). (§ 1232g; 34 CFR Part 99). Once a student reaches 18 years of age or attends a postsecondary institution, he or she becomes an "eligible student," and all rights formerly given to parents under FERPA transfer to the student.

Key Rights Afforded by FERPA

FERPA affords eligible students certain rights with respect to their education records. These rights include:

The Right to Inspect and Review Education Records: A student has the right to inspect and review their education records within 45 days after the institution receives a request for access. To do so, a student should submit a written request to the Campus President identifying the specific record(s) they wish to inspect. The Campus President will then arrange for access and notify the student of the time and place where the records can be reviewed. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
The Right to Request Amendment of Education Records: If a student believes their education records are inaccurate, misleading, or otherwise in violation of their privacy rights under FERPA, they have the right to request an amendment. The student must write to the Campus President, clearly identifying the part of the record they want changed and specifying why it should be changed. If the institution decides not to amend the record as requested, the institution will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
The Right to Provide Written Consent for Disclosure of PII: Generally, the institution requires written consent before disclosing personally identifiable information (PII) from a student's education records. However, FERPA authorizes certain exceptions where disclosure is permitted without consent.

Exceptions to the Consent Requirement

There are a number of exceptions to FERPA's prohibition against nonconsensual disclosure of personally identifiable information (PII) from education records. Under these exceptions, the institution is permitted to disclose personally identifiable information from education records without consent, though it is not required to do so. Eligible students have a right to inspect and review the record of disclosures. Following is general information regarding some of these exceptions.

Institutional Officials with Legitimate Educational Interests: This includes contractors, consultants, volunteers, or other parties to whom the institution has outsourced institutional services or functions. Persons with a legitimate educational interest are typically employed by the institution in an administrative, counseling, supervisory, academic, or student services position or a support. An institutional official includes a person employed by the institution in an administrative, supervisory, academic, or support staff position. An institutional official also may include a contractor outside of the institution who performs an institutional service or function for which the institution would otherwise use its own employees and who is under the direct control of the institution with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent.
Disclosure to Other Educational Institutions: Upon request, the institution also discloses education records without consent to officials of another institution in which a student seeks or intends to enroll, or state or local educational authorities.
Audits and Evaluations: To authorized representatives of the U. S. Secretary of Education. In connection with an audit or evaluation of Federal or State supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs.
Financial Aid: In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid.
Organizations Conducting Studies: To organizations conducting studies for, or on behalf of, the institution, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction.
Accrediting Organizations: To accrediting organizations to carry out their accrediting functions.
Dependent Students: To parents of an eligible student if the student is a dependent for IRS tax purposes.
Judicial Orders and Subpoenas: To comply with a judicial order or lawfully issued subpoena.
Health and Safety Emergencies: To appropriate officials in connection with a health or safety emergency.
Directory Information: Information the institution has designated as “directory information.”
Victims of Crimes: To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense. This disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. To the general public, the final results of a disciplinary proceeding if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the institution’s rules or policies with respect to the allegation made against him or her.
Alcohol and Controlled Substance Violations: To parents of a student regarding the student’s violation of any Federal, State, or local law, or if any rule or policy of the institution, governing the use or possession of alcohol or a controlled substance if the institution determines the student committed a disciplinary violation and the student is under the age of 21.

The Right to File a Complaint: The right to file a complaint with the U.S. Department of Education concerning alleged failures by the institution to comply with the requirements of FERPA. The address for filing a complaint is: U.S. Department of Education 400 Maryland Avenue, SW Washington, DC 20202

UCI's Directory Information Policy

UCI, like other institutions, designates certain categories of student information as "directory information." This means the university may disclose this information to the public without a student's written consent. However, students have the right to prevent the disclosure of even directory information.

Read also: Accessing the Cornell Directory

Understanding Directory Information at UCI

UCI Canvas has many external tools integrated with it. Regardless of a records release restriction, if you make use of one of these tools, directory information required for these tools will be passed to the tool’s vendor.

It is important to be aware of the important implications of exercising this right.

Opting Out of Directory Information Release

Students have the right to restrict the release of their directory information. This means that even information designated as public will not be disclosed to anyone without the written consent of the student.

Restrictions and Considerations

It is important to carefully consider the implications of restricting the release of directory information. While it protects your privacy, it may also prevent the university from confirming your enrollment or other information to potential employers, scholarship committees, or other third parties.

Even with a records release restriction in place, if you make use of external tools integrated with UCI Canvas, directory information required for these tools will be passed to the tool’s vendor.

Read also: Student Directory Information

Other Important Considerations

More Restrictive Policies: Pursuant to the Federal Family Educational Rights and Privacy Act of 1974 (FERPA), individual institutions may implement disclosure policies that exceed those outlined in the Act. It should be noted that University of California policies are more restrictive than those outlined in FERPA. The disclosure policies for the UC campuses are outlined in the University of California Policies Applying to the Disclosure of Information from Student Records, sections 130.00-134.00 of the University of California Policies Applying to Campus Activities, Organizations, and Students (PACAOS).
Record Locations: Complete records are maintained. Records policies and FERPA. Campus policies are available for review in the Reference Room, Langson Library. By the campus are listed in the Student Record Location Index. For room numbers.
Other Records: Other records, such as hospital and employment records, are maintained for other specific purposes.

Publicity and Recognition

In the course of normal operations, staff, faculty, students, and graduates, their educational programs, professional and academic accomplishments, career successes, etc., may be publicly recognized or publicized in news media, such as through newspaper articles and pictures, in brochures, television and radio advertisements, or in other types of advertising and publicity, social media, etc. The Institution reserves the right (and by enrolling the student grants permission) to utilize and publicize individual or group photographs and the educational, employment, and personal achievements and background of such individuals for the purposes described above and as described in the student’s enrollment agreement.

Read also: Navigating Bethel

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