University Policy on Nondiscrimination, Sexual Harassment, Student Records and Privacy

Nondiscrimination. The University of California, in accordance with applicable Federal and State law and University policy, does not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy (pregnancy includes pregnancy, childbirth and medical conditions related to pregnancy or childbirth), disability, age, medical condition (cancer-related), ancestry, marital status, citizenship, sexual orientation, or status as a Vietnam-era veteran or special disabled veteran. The University also prohibits sexual harassment. This nondiscrimination policy covers admission, access and treatment in University programs and activities.

Inquiries regarding the University's student-related nondiscrimination policies may be directed to Director, Student Judicial Affairs, (530) 752-1128.

Sexual Harassment. Sexual harassment is prohibited by law and by university policy and is not condoned by UC Davis (Policy 380-12 at http://manuals.ucdavis.edu/ppm/380/380-12.htm). The Sexual Harassment Education Program (530) 752-2255 provides information and assists in resolving complaints of sexual harassment informally. Students may also use formal and informal grievance procedures to resolve complaints of alleged sexual harassment or other illegal discrimination (Policy 280-05 at http://manuals.ucdavis.edu/ppm/280/280-05.htm). Students should seek assistance as soon as possible (time limits apply to filing formal complaints) and may receive informal counseling and/or referrals by contacting the Sexual Harassment Education Program, the Office of Student Judicial Affairs, the ASUCD Student Advocacy Office, Counseling & Psychological Services, or the Women's Resources and Research Center. Formal complaints may be filed with the vice chancellor or dean of the school or college in which the alleged discrimination or harassment occurred.

Disclosures from Student Records. Students have the right to review records that relate to themselves in their capacity as students and to request corrections of records that are inaccurate. Most disclosures from student records to outside parties require prior consent from the student.

Under the Family Educational Rights and Privacy Act of 1974 and University and campus policies, UC Davis students have the following rights:

• To review their own student records within 45 days after the student submits a written request for access to the Registrar or other department having possession of the records to be reviewed. That office will make arrangements for access and notify the student when and where the records may be reviewed. If the records are maintained by a different office, the request will be redirected and the student notified. The campus maintains several types of student records in various locations. Questions about how to obtain records should be referred to Student Judicial Affairs at (530) 752-1128.
• To request amendment of their own student records if they believe the records are inaccurate or misleading. Students should submit a written request to the office that maintains the records specifying the portion of the record the student wants changed and why it is believed to be inaccurate or misleading. That office has 45 days to determine whether the record should be changed and notify the student of the decision, including of the right to a hearing and hearing procedures.
• To restrict the disclosure of personally identifiable information contained in student records, except when law and policy permit disclosure without consent. Examples of circumstances in which the student's consent is not required for disclosure of student records include the following:

  1. Disclosure of “directory” or “public” information including the student's name; local and/or permanent address(es), e-mail addresses and telephone number(s); dates of attendance; major; grade level; enrollment status (undergraduate/graduate. Full or part time); number of enrolled course units; degrees and honors received; most recent previous educational institution attended; participation in officially recognized activities, including intercollegiate athletics, and the name, weight and height of participants on ICA teams. Such information may be published in a student directory.

  a. To prevent disclosures of telephone numbers and/or addresses, students must submit a written request to the Registrar by the tenth day of instruction. To prevent disclosure of their e-mail address, students must follow instructions at https://computingaccounts.ucdavis.edu/, and then select “Change your directory information.”

  b. Students may designate as confidential and withhold all information about themselves by filing a request with the Registrar. If all information is designated confidential, no information about a student can be disclosed without the student's written consent (except as otherwise permitted by law and policy) including verifying student status, awards, or any degrees earned.

2. Disclosure to campus officials (for example faculty, staff, student employees, or those under contract with the University) having a legitimate educational interest in the records. Legitimate educational interest means the information is relevant and necessary to a task or determination that is (a) an employment responsibility or an assigned subject matter for the inquirer and/or related to (b) the inquirer's participation in the student's education; (c) the discipline of a student; or (d) providing a service or benefit related to a student or student's family (such as health care, counseling, job placement, or financial aid).

Parental/guardian information is confidential. It is used by UC Davis only for notification of events, ceremonies, awards and development or in case of an emergency involving the student.

For more information, see University of California Policies Applying to Disclosure of Information from Student records and UC Davis Policy and Procedure Manual Section 320-21.

Questions about these rights and requirements should be referred to Student Judicial Affairs, (530) 752-1128. Students can file complaints regarding alleged violations of privacy rights with the Office of Student Judicial Affairs.

Students may also contact the U.S. Department of Education concerning alleged violations of these requirements, addressed to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW., Washington, DC. 20202-4605. See section 99.63 at http://www.ed.gov/policy/gen/quid/fpco/ferpa/index.html.

Social Security Numbers. A student's Social Security number is used to verify personal identity in the UC Davis Student Records System. Disclosure of social security number is mandatory. In compliance with state law, Social security numbers are confidential and are not used as student identifiers.