Poppy Flower Monarch butterfly
Aerial photo of U.C.S.B campus point
Bicycles in bike racks

Definitions

Annual Notification - FERPA requires educational institutions to provide annual notification of their institutional policy regarding the privacy of education records. Consistent with its obligations under FERPA, UC Santa Barbara’s annual notification to students is available here.

Attendance/Enrolled - Persons who have been admitted to the university, registered for classes, and are in PAID status are considered in attendance  or enrolled at UCSB.

CFR - Code of Federal Regulations. The CFR contains the general body of regulatory laws governing practice and procedure before federal administrative agencies. The regulations pertaining to FERPA are found in 34 CFR 99.

Confidentiality of Student Records - The practice of controlling the use and disclosure of education record information so that only authorized employees, persons specifically authorized by UCSB, or authorized by the student have access to such information.

Directory Information - Directory information is the information available about a student that is not considered harmful or an invasion of privacy if disclosed. While FERPA regulations, UC and UC Santa Barbara policies protect the privacy of educational records, directory information is not treated as confidential and may be disclosed by the university without student consent unless the student requests a privacy hold.

Disclosure - To permit access to, release of, transfer of, or to communicate personally identifiable information contained in education records to any party by any means, including oral, written or electronic.

Education Records - An education record is any record directly related to a student that is maintained by an educational agency or institution, or by a party acting for the agency or institution, not including sole possession, law enforcement, employment or medical records, or records created after a student has left the University.

Family Policy Compliance Office - The office within the U.S. Department of Education that is responsible for enforcing/administering FERPA at all levels of education. 400 Maryland Avenue SW, Washington, D.C. 20202; 202-260-3887 (phone); 202-260-9001 (fax); ferpa@ed.gov (email).

FERPA - The Family Educational Rights and Privacy Act of 1974, as amended (also sometimes referred to as the Buckley Amendment), is a federal law regarding the privacy of student records and the obligations of the institution, primarily in the areas of release of the records and the access provided to these records. Any educational institution that receives funds under any program administered by the U.S. Secretary of Education is bound by FERPA requirements. Institutions that fail to comply with FERPA may have funds administered by the Secretary of Education withheld.

Legitimate Educational Interest - Legitimate educational interest means a university official has a need-to-know specific information in a student's record in order to carry out an assigned task or duty. Legitimate interest refers to any authorized interest or activity undertaken in the name of the university; access to an educational record must be necessary or appropriate to the operation of the university or to the proper performance of the educational mission of the University.

Non-directory Information - Information that generally cannot be released without the student's consent. This includes, but not limited to:
•    date of birth
•    citizenship
•    disciplinary status
•    ethnicity
•    gender
•    grade point average (GPA)
•    marital status
•    SSN/student I.D.
•    grades/exam scores
•    test scores (e.g., SAT, GRE, etc.)
•    progress reports (degree audit)

Not For Release (Privacy Hold)
- A code on a student's education record that prohibits the university from releasing directory information to anyone other than the student, except to school officials with a legitimate educational interest, and in other situations where consent is not required by law, such as a lawful subpoena or a court order. At UC Santa Barbara students can request a privacy hold – Not For Release (NFR) – through the Office of the Registrar.

Parent - A natural parent, a guardian, or an individual acting as a parent in the absence of a parent or a guardian.

Personally Identifiable Information
- Any information, directory and non-directory, easily traced to the student. This may include the student's name, name of parents or family members, address, social security or a list of personal characteristics, or any other information that clearly distinguishes the student’s identity.

Post-secondary Educational Institution - An institution that provides education to students beyond high school.

Privacy Hold – See Not For Release

Request to Review Student Record – A written request completed by a student who wishes to review and/or amend his or her academic record.
Request to review student record form
Request for correction/clarification of records form

University Official - An agent of the University or University of California system in an administrative, supervisory, academic, research or support staff position; members of university committees (including student members), boards and/or councils; and persons under contract to the university to perform a special task, such as an attorney or auditor.

Sole Possession Records - Records kept in sole possession of the maker are used only as a personal memory aid and are not accessible or revealed to any other person. Not considered education or academic records.

Student - Any individual who is attending or has attended a post-secondary educational agency or institution that maintains education records.

USC - United States Code. A compilation of all federal legislation organized into 50 titles. Revised every six years with supplementary volumes issued in intervening years. The legislation related to FERPA is found in 20 U.S.C. 1232g.


Who to contact with questions/concerns
Questions or comments may be directed to the Office of the Registrar at (805) 893-3592 or Registration@sa.ucsb.edu.


Please note: These pages have been developed by the Office of the Registrar to provide general information about the law and procedures related to accessing confidential student information and to provide guidance on commonly asked questions or situations faced by faculty, staff, students and parents. These pages are for information purposes only; this information is not University policy nor is it intended as legal advice.


Additional Information
FERPA for Students
FERPA for Parents
FERPA for Faculty
FERPA for Staff
FERPA Training