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

Nondiscrimination. The University of California, in accordance with applicable Federal and State laws and University policy, does not discriminate on the basis of race, color, national origin, religion, sex, 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 Student Judicial Affairs, 3200 Dutton Hall, 530-752-1128.

Sexual Harassment.Sexual harassment of all persons who participate in University programs and activities is prohibited by law and by University regulation (Policy 380-12). Sexual harassment is unacceptable and will not be condoned on the UC Davis campus. The Sexual Harassment Education Program (752-2255) provides information and assists in resolving complaints of sexual harassment informally. Formal grievance procedures for student complaints charging legally impermissible discrimination (Policy 280-05) are available in the Office of Student Judicial Affairs and may be used to bring complaints of sexual harassment or other discrimination. Students may receive informal counseling and formal assistance by contacting any of the following offices: Vice Chancellors, Deans of the Schools and Colleges, the Office of Student Judicial Affairs, or the Sexual Harassment Education Program. In addition, the ASUCD Student Grievance Center, Counseling Center, and the Women's Resources and Research Center are available to provide referral service.

Disclosures from Student Records.In accordance with the Federal Family Educational Rights and Privacy Act of 1974 and campus procedures implementing the University of California Policies Applying to the Disclosure of Information from Student Records, students at the Davis campus of the University have the right:

• To inspect and review their own student records within 45 days of the date the University receives a written request for access.
• Students should submit their requests in writing to the Registrar, Dean, Department Chair, or other appropriate campus official for the office having custody of the requested records. The request must identify the record(s) they wish to inspect and review. The campus official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the official receiving the request, that official shall advise the student of the correct official and redirect the request.
• The right to request the amendment of their own student records if a student believes the records are inaccurate or misleading.
• Students should submit a written request to amend a record that they believe is inaccurate or misleading to the campus official responsible for the record, clearly identifying the portion of the record they want changed, and specifying why it is believed to be inaccurate or misleading. If the University determines that the record should not be amended as requested by the student, the University will notify the student of the decision and advise him/her of the 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 consent to disclosures of personally identifiable information contained in their student records, except to the extent that law and policy authorize disclosure without consent.
• One exception permitting disclosure without consent is disclosure to campus officials having a legitimate educational interest in the records. A campus official is any individual designated by the campus to perform an assigned function on behalf of the campus. Legitimate educational interest means a demonstrated need to know by officials who act in a student's educational interest. A campus official has a "legitimate educational interest" in a record if the official is performing a task (1) specified in his or her job description; (2) specifically related to the official's participation in the student's education; (3) specifically related to the discipline of a student; or (4) specifically related to providing a service or benefit associated with a student or student's family, such as health care, counseling, job placement, or financial aid.
• Another exception permitting disclosure without consent is Public Information, defined as information contained in a student record that would not generally be considered harmful or an invasion of privacy if disclosed, unless the student has notified the Registrar that such information is to be treated as confidential with respect to him/herself. UC Davis has designated as public the following categories of information regarding students: the student's name, address(es) and telephone number(s)(local and/or permanent addresses, including e-mail addresses); major field of study; dates of attendance; number of course units in which enrolled; 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 intercollegiate athletic teams.
• Parents of a dependent student may obtain student records, including transcripts, upon request and production of the parents' most recent IRS 1040 tax form which reflects the student is claimed as a dependent.
• Parental/guardian Information is confidential. It is used by the University only for notification of events, ceremonies, awards, and development or in case of an emergency involving the student.
• The right to file a complaint with the U.S. Department of Education concerning alleged failures by UC Davis to comply with the requirements of the Federal Educational Rights and Privacy Act, addressed to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW., Washington, DC. 20202-4605

These rights are implemented on the Davis campus by UCD Policy and Procedure Manual, Section 320-21, "Disclosure of Information from Student Records." The web site is at http://www-mrak.ucdavis.edu/web-mans/ppm/welcome.htm.

Questions about these rights should be referred to Jeanne Wilson, Office of Student Judicial Affairs, 530-752-1128.

Students may request in writing by the tenth day of instruction that their addresses, including e-mail address, and telephone listings or all personally identifiable information from their records not be regarded as public information. Students who desire to withhold their addresses and telephone listings may so indicate on the Student Address Form included with registration materials. Students who wish to keep their e-mail addresses confidential should connect to mothra.ucdavis.edu and type "services" at the login prompt, and follow the instructions provided for changing "whois" directory information. If a student does not indicate that he or she wishes to keep his or her address and telephone number confidential, then the information may be released as a matter of public record and will be included in a campus Student Directory. The decision to withhold address and phone number or all information can be reversed by filing a form with the Office of the Registrar.

Students who desire to withhold all information from the category of public information must file a form in the Office of the Registrar. Students availing themselves of this right should understand what the consequences of such action may be. For example, if all information is designated non-public information, the campus cannot make public any Honors received by the student (e.g., the award of a Regents' Scholarship or election to Phi Beta Kappa) and cannot include the student's name and degree earned in the campus commencement program without the student's written consent. Similarly, the student's status as a student or any degrees earned cannot be verified for potential employers without the student's written consent.

Privacy Act.A student's Social Security number is used to verify personal identity in the UCD Student Records System. In accordance with the Federal Privacy Act of 1974, students are hereby notified that disclosure of their social security number is mandatory. This recordkeeping system was established prior to January 1, 1975 pursuant to the authority of The Regents of the University of California under Art. IX, Sec. 9, of the California Constitution.

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