Annual Notice to Students

Family Educational Rights and Privacy Act of 1974

Annual Notice To Students

University of California, Santa Barbara

Annually, the University of California, Santa Barbara, informs students of the Family Educational Rights and Privacy Act of 1974, (FERPA) as amended. The Office of the Registrar will disclose FERPA information by publishing a notice in the UCSB General Catalog and on the appropriate web locations. This annual notice shall prescribe the procedures whereby a student may make a formal request for non-disclosure of directory information, exercise the right to inspect and review education records, request an amendment of education records, and file a complaint with the University.

Student Rights:

  1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access:

    Students should submit to the Office of the Registrar a written request that identifies the education record(s) they wish to inspect. If the records are not maintained by the Office of the Registrar, the Registrar (or designee) shall advise the student of the correct official to whom the request should be addressed. The appropriate University official will arrange for access and notify the student of the time and place where the records may be inspected.

  2. The right to request the amendment of the student's education records that the student believes are inaccurate or misleading:

    Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write to the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her 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.

  3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent:

    One exception which permits disclosure without prior consent of the student is disclosure to University officials with legitimate educational interest. A University official is a person employed by the University as a member of the faculty or staff, members of the Office of the President and UC Regents, or a person under contract to the University to perform a task such as a consultant, attorney or auditor. Student or community members of University committees are also included in the definition of University officials as are student employees assisting a University official in performing his or her tasks. Inter-institutional disclosure may be made between the University and entities that administer or participate in joint programs or activities and that further a legitimate educational interest because such disclosures are considered made to “University officials.” Directory Information at the University of California, Santa Barbara, is defined as information contained in an education record of a student that generally would not be considered harmful or an invasion of privacy if disclosed. Directory Information will be made available to the general public unless the student notifies the Office of the Registrar in writing of the wish for privacy. Refer to the Non-Disclosure of Directory Information section of the General Catalog for more information.

  4. The right to file a complaint concerning alleged failures by the University of California, Santa Barbara, to comply with the requirements of FERPA. Complaints may be filed with:
  • The Office of the Vice Chancellor Student Affairs, University of California, Santa Barbara, CA 93016-2036, or with
  • The Family Policy Compliance Office, U.S. Department of Education, Washington, D.C 20203.

As of January 3, 2012, the U.S. Department of Education's FERPA regulations expanded the circumstances under which a student's education records and personally identifiable information (PII) contained in such records -- including Social Security Number, grades, or other private information -- may be accessed without the student's consent. Covered under this provision are:

  • The U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (Federal and State Authorities) who may allow access to education records and PII without consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported program. The evaluation may relate to any program that is "principally engaged in the provision of education", such as early childhood education and job training, as well as any program that is administrated by an education agency or institution.
  • Federal and State Authorities may allow access to education records and PII without consent to researchers performing certain types of studies, in certain cases even when the University objects to or do not request such research. Federal and State Authorities must obtain certain use-restriction and date security promises from the entities that they authorize to receive PII, but the Authorities need not maintain direct control over such entities.
  • In connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without  consent PII from education records, and they may track a student's participation in education and other programs by linking such PII to other personal information about the student that they obtain from other Federal and State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.