Ad Hoc Data Request

The Registrar is the custodian of student records at the University, and will fulfill ad hoc requests for data derived from student records.

Access to Student Records

A number of federal and state laws govern access and privacy of information maintained in university files. Access to student records is restricted and is governed by the Federal Family Educational Rights and Privacy Act of 1974 and the University of California Policies Applying to the Disclosure of Information from Student Records.

Access to student records is given:

• to the individual student;
• to university employees with legitimate educational interest;
• to third parties with the written permission of the student;
• by exception under the law.

A campus official is deemed to have a legitimate educational interest if access to student records is required in order to perform assigned job duties. More information on legitimate educational interest may be found by visiting University of California Policies Applying to the Disclosure of Information from Student Records, section 130.290.

Certain information in student records has been identified as public information, unless restricted by the student. Public information may be disclosed to any party without the prior written consent of the student, unless the student has requested in writing that the information be withheld. Further information may be found by visiting our page on Privacy and Student Records.

You may access student records only as required to perform assigned duties. You are personally liable for releasing confidential information from student records without authorization. Violation of confidentiality and privacy laws and policies may result in disciplinary action and/or dismissal from the University. Further information may be found by visiting our page on Systems Access.

Instructions

1. Download the Ad Hoc Data Request Form.
   • Use a separate form for each request.
2. Fill the form out completely.
   • Be precise and accurate in your data specification.
   • You will receive exactly what you request.
3. Keep a photocopy of your request form for your records.
4. Deliver your completed form to the Registrar's Office.
   • in person
   • mail
   • fax

For assistance in completing this form, call Mark Fonseca, x49672.

Requests are usually processed within 10 working days. Unusual requests that require custom programming or other special handling may take longer than 10 working days and may require a fee. Non-University requests will be charged processing fees. For processing fee information, the Registrar's Office will contact you.