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   Office
   949.824.8713
   ucipolicy@uci.edu




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Privacy and Access to Information

NON-STUDENT RECORDS

Access to Public Records

The public right to information access and the individual's right to privacy are both governed by state and federal laws, and incorporate University policies and procedures. The California Public Records Act (CPRA) ensures the public right to government records, including those of the University of California. The California Information Practices Act of 1977 (IPA) protects the privacy of individuals. The statutes are based upon the principle that access to information concerning the conduct of the people's business is a fundamental and necessary right of every person in this state, as is the right of individuals to privacy.

CPRA and IPA requests should be directed immediately to the UCI Office of Institutional Research (OIR) by phone (949) 824-7151, or fax (949) 824-4350, or e-mail: pra@uci.edu. Both CPRA and IPA provide that a fee may be charged to cover the direct costs incurred in making copies of records or information requested. A fee of ten cents per page will be charged for photocopies. For fewer than 50 pages, this fee may be waived. A request for a record must be in writing and specific enough to identify the record. The Act declares that public records are open to inspection at all times during regular office hours, and are subject to inspection and copying by every person except as provided in the Act.

Releasing Information in Non-Student Records

   a. Non-personal information that is released to anyone upon request (unlimited access).

Name
Date of hire or separation

Current position title

Current rate of pay

Full or part-time

Department or unit
Office address
Office telephone number
Current job description
Date of separation
Prior non-University employment
Appointment type and probationary status

Additional employment information may be required to be released to the public as determined by the General Counsel of The Regents or the Office of the President.

   b. Personal information an individual may self-access. Others have limited access.

Home address
Home telephone number

Spouse's or other relatives' names
Birth date
Citizenship
Race/ethnicity
Social security number
Income tax withholding
Performance evaluations
Corrective action record
Health care records

Confidential information that would not be disclosable to individuals or others except as provided by law includes criminal, medical and testing records.

Academic review records include academic evaluations and letters of recommendation; access rights are defined in the Academic Personnel Manual.

OIR can provide additional information on the collection, maintenance and disclosure of information which includes the University requirement to provide a privacy notification on all forms used to collect personal or confidential information from individuals.



CONTACTS

Non-Student & Other Records:
Information Practices Coordinator, Office of Institutional Research (949) 824-7151, pra@uci.edu
For UCI Medical Center inquiries: Executive Assistant to the Director (714) 456-6889

POLICIES & PROCEDURES


State Laws
California Public Records Act
California Information Practices Act of 1977

UC Business and Finance Bulletins
  RMP-7, Privacy of and Access to Information Responsibilities
  RMP-8, Legal Requirements on Privacy of and Access to Information
  RMP-12, Guidelines for Assuring Privacy of Personal Information in Mailing Lists and Telephone Directories

Academic Personnel Manual
  Section 160-120, Academic Personnel Records/Maintenance of, Access to, and Opportunity to Request Amendment of

UC Personnel Policies for Staff Members
  Personnel Policy 80, Staff Personnel Records

UCI Administrative Policies & Procedures
  Section 720-10, Information from Public Records (California Public Records Act) - Guidelines
  Section 720-11, Privacy of and Access to Information (Excluding Student Records) - Guidelines


UCI Personnel Procedures for UCI Staff Members
   Procedure 80, Staff Personnel Records


STUDENT RECORDS

A Student is any individual who has been admitted to and has enrolled in, or registered with, any academic program of the University. For purposes of clarification, "registered with an academic program of the University" occurs at the time of submission of the applicant's Statement of Intent to Register form.

Student public information may be released to anyone upon request except for public information that a student requests, in writing, not be designated as public information and not be released without the consent of the student. Public information includes:

Student's name
Local and/or permanent address
Email address
Telephone numbers
Date and place of birth
Major field of study
Dates of attendance
Photo
Grade level

Number of course units in which enrolled
Degrees and honors received
Enrollment Status (e.g., undergraduate or graduate, full-time or part-time)

Most recent previous educational institution attended

Participation in officially recognized activities, including intercollegiate athletics

Name, weight, and height of participants on intercollegiate University athletic teams

Requests for access to Student Records should be discussed with the FERPA Coordinator to determine whether the student has exercised their right to restrict release. The Registrar's site provides additional information on the disclosure and confidentiality of Student Records.

CONTACT

Family Education Rights and Privacy Act Coordinator & UCI Registrar
(949) 824-7982 registrar@uci.edu

POLICIES & PROCEDURES

State Laws
Federal Family Educational Rights & Privacy Act of 1974

University Policies Applying to Campus Activities, Organizations, and Students
  Section 130, UC Policies Applying to the Disclosure of Information from Student Records
  Section 130, Campus Policies Applying to the Disclosure of Information from Student Records

UCI Administrative Policies & Procedures
  Section 720-12, Student and Student Applicant Records - Guidelines


MEDICAL RECORDS / HEALTH INFORMATION

The University must comply with HIPAA (Health Insurance Portability and Accountability Act) requirements. These govern the provision of health benefits, the delivery of and payment for healthcare services, and the security and confidentiality of individually identifiable, protected health information (PHI). Protected information may be in any written, electronic, or oral formats collected by University employees in the course of patient care activities at:

UC Irvine Medical Center
College of Health Sciences
Student Health Center
Counseling Center

Other academic and service units that provide treatment, generate or use PHI, conduct electronic billing using PHI, or otherwise have access to such information in the course or scope of the work of the unit or the individual employee.

The "Privacy Rule" refers to the Department of Health & Human Services regulation, Standards for Privacy of Individually Identifiable Health Information, which is applicable to entities covered by HIPAA. The privacy provisions of HIPAA apply to health information created or maintained by health care providers who engage in certain electronic transactions, health plans, and health care clearinghouses. (State laws with stronger privacy protections take precedence over and above the HIPAA Privacy Rule.)

HIPAA may also affect research that uses, creates, or discloses PHI. Researchers have legitimate needs to use, access, and disclose PHI to carry out a wide range of health research studies. The Privacy Rule creates standards that protect a patient or member's medical records and personal health information while providing ways for researchers to access and use PHI when necessary to conduct research.

CONTACT

Hospital Compliance Officer, HIPAA Privacy Official
(714) 456-3674

Assistant Vice Chancellor, Research Administration

(949) 824-5677

POLICIES & PROCEDURES

UC Health Insurance Portability and Accountability Act (HIPAA) website

UCI Human Resources HIPAA Summary