|
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.ed
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, 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
Assistant Vice Chancellor, Human Resources, HIPAA Privacy
Liaison
(949) 824-7127
Hospital Compliance Officer, HIPAA Privacy Official
(714) 456-3674
Assistant Vice Chancellor, Research Administration
(949) 824-5677
POLICIES & PROCEDURES
HIPPA
(Health Insurance Portability and Accountability Act of
1996)
University
of California HIPAA Web site
UCI Human Resources HIPAA Summary
UCI
Institutional Review Board Implementation of HIPAA and the
Privacy Rule
|
