Pursuant to the Federal Family Education Rights and Privacy Act of 1974 and the University of California Policies Applying to the Disclosure of Information from Student Records, UC Merced PACE students have the right to:
- The right to inspect and review their student records within 45 days of the date the PACE Office receives a written request for access. Students should submit their requests in writing to the PACE Office or 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 student records if a student believes the records is 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 PACE determines that the record should not be amended as requested by the student, PACE 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.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by UC Merced PACE 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, D.C. 20202-4605.
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:
- specified in his or her job description;
- specifically related to the official’s participation in the student’s education;
- specifically related to the discipline of a student; or
- 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 Directory (or 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 PACE Office that such information is to be treated as confidential with respect to him/herself.
UC Merced PACE has established these items as Directory (or public) Information: the student’s name, phone number, email address, program of study, dates of attendance, earned certificates, enrollment status (Full-Time; Part-Time), photographs and program completion information. UC Merced PACE directory information is available upon request only and will not be posted online or by any other means.
How a Student Can Change Their Level of Privacy
A student who wants to withhold all from the category of Directory (public) information must file a nondisclosure form in the UC Merced PACE Office by the 10th day of instruction. If a student does not choose this option, this information may be released without student written authorization.
Students availing themselves of this right should understand what the consequences of such action might be. For example, if all information is designated nonpublic information the student’s status as a student or any certificates earned cannot be verified for potential employers or for any inquiries without the student’s written consent.
Questions: Questions about these rights should be referred to the PACE Office by emailing pace@ucmerced.edu.
University of California Policy Related to the Disclosure of Information from Student Records
The University of California policy related to student record information disclosure, please review policy.ucop.edu/doc/2710533/PACAOS-130