The UC Davis Office of the University Registrar reminds staff and others to review how they manage and use student information as part of FERPA February.

“We like to think of February as a great opportunity to review this information,” said University Registrar Brian Hodge. “Protecting student privacy is vital in higher education. The Family Educational Rights and Privacy Act, or FERPA, along with California legislation and UC policies set strict rules for how educational institutions manage student information. As professionals with access to education records, understanding FERPA and other records privacy requirements helps maintain trust and safeguard students' rights.”

Compliance to FERPA and related regulations is mandatory, Hodge said. 

“Our compliance fosters a culture of respect and security around student records. Failing to comply with regulations can lead to legal consequences or even the loss of federal funding,” he said.

Ethically, employees who mishandle information risk damaging relationships with students and families. Hodge said staff should understand who can access records and for what purposes, what constitutes an educational record, and students' rights. 

“We must all grasp the importance of keeping information private. This builds credibility and upholds the institution's reputation,” he said. 

As part of FERPA February, Hodge provided this list of important reminders.

Top 5 things to remember

1. Education records include most records related to a student and maintained by an institution. This covers grades, transcripts, class lists, student schedules, and more. Knowing what qualifies as an education record helps employees avoid inadvertent disclosures.
2. All UC Davis students, regardless of age, have a right to keep their academic records private. Parents do not have the right to access this information without their student’s written consent. Additionally, UC Davis employees’ rights to access this information are limited to educational purposes related to their job functions.
3. Try not to collect more information than you need to accomplish the task. If documenting interactions with students is essential, do it with care. Store records securely and limit access to authorized personnel and remember to remove access to when no longer needed. This helps prevent unauthorized disclosures.
4. Utilize approved secure platforms for communication and storage. Do not use personal email or unsecure channels for sharing student information. Always encrypt documents and use password protection to safeguard data. Keep up with best practices for data security.
5. If a violation occurs, it's essential to report it immediately. If you suspect or learn of a breach of student information, contact cybersecurity@ucdavis.edu. Taking quick action shows commitment to compliance and maintaining student trust.

Additionally, Hodge shared the following resources to learn more about student data privacy

• Privacy at UC Davis
• Official Privacy Notifications
• FERPA - 34 CFR Part 99 – Family Educational Rights and Privacy
• California Department of Education – Data Privacy
• FERPA: Student Privacy, Confidentiality and Data Security  (UC Learning Center Online Course)

Email the Office of the University Registrar at OUREnrollment@ucdavis.edu with questions on student data privacy.

The Office of the University Registrar is a unit of UC Davis Enrollment Management.