FERPA Disclosure Policies
Disclosing Student Records
See the UCR FERPA Policy for complete disclosure policy details.
In general, a student's educational records are private. However, a student can grant permission to disclose their records by authorizing self-service users or completing release forms.
Directory information is automatically public. Students may want to customize it in a way that hides sensitive information from public view.
Some groups, such as UCR faculty and staff, do have access to student records, but they are still required to keep them private.
How to Control Access to Your Records
Customize Your Directory Information
In accordance with FERPA, the following directory information is made public and accessible to any person requesting it, unless a student specifically asks that it be restricted.
- Telephone Number
- Date of Birth
- Place of Birth
- Email Address
- Dates of Attendance
- Previous Schools Attended
- Degrees Awarded
- Participation in official activities and/or sports
- Height and weight (of athletes)
- Field of Study (including major, minor, concentration, specialization, and similar designations)
- Grade Level
- Enrollment Status (e.g., full time or part time)
- Number of Units in which Enrolled
To restrict any of the above information, log in to R’Web, go to the “Authorization & Privacy” icon and select “Directory Information Privacy.” Check the boxes next to any information you do not want made public.
If information is restricted, any request for it will be denied. For example, we would be unable to verify degrees for prospective employers or provide information to a newspaper. You can temporarily release information by logging in to R’Web and unchecking boxes. Then, after the third party has the information they need, you can return to R’Web and restrict information again.
Use Department-Specific Release Forms
You can sign a department-specific release form when you want to release information to a third party. (For example, when parents want access to records that a Self-Service authorization doesn't cover or to allow a professor to speak freely about specific academic performance in a letter of recommendation). We recommend contacting the appropriate department directly and inquiring about its release forms.
University Officials and Exceptions
Any person identified as a UCR official with legitimate interest in a student's education can access educational records.
Legitimate interest has been defined as:
- Performing a task specified in a position description or contract
- Performing a task related to a student's education or discipline
- Providing a service to a student
- Maintaining safety and security on campus
UCR officials have a responsibility to keep student records confidential and safe. They will not release any private information without a student's written consent, unless it is an emergency or falls under another FERPA exception.
Additional groups or individuals that may access educational records can be found in section 6 of the FERPA Policy.