University Policy on Nondiscrimination, Sexual Harassment, Student Records and Privacy

Nondiscrimination. The University of California, in accordance with applicable Federal and State law and University policy, does not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), physical or mental disability, age, medical condition (cancer-related or genetic characteristics), ancestry, marital status, citizenship, sexual orientation, or service in the uniformed services (includes membership, application for membership, performance of service, application for service, or obligation for service in the uniformed services) status as a Vietnam-era veteran or special disabled veteran. The University also prohibits sexual harassment. This nondiscrimination policy covers admission, access, and treatment in University programs and activities.

Discrimination, Harassment, or Arbitrary Treatment. If students have questions about student-related nondiscrimination policies or concerns about possible discrimination, harassment, or arbitrary treatment, they may contact Student Judicial Affairs for information and assistance (530) 752-1128. Additional resources for students include the UC Davis Compliance Officer (ADA and Title IX Officer) (530) 752-9466 or the dean's office for their college. Graduate students may also contact the Office of Graduate Studies (530) 752-0650 or the Graduate Students Association (530) 752-6108. Students are encouraged to seek assistance as soon as possible, as time limits may apply to grievance processes.

Campus policies provide for a prompt and effective response to student complaints. This response may include early resolution procedures or, as appropriate, an administrative review or investigation. The student will be informed of the results of the review.

Sexual Harassment. Sexual harassment is prohibited by law and by university policy and will not be condoned. Campus policy (PPM Section 380-12at http://manuals.ucdavis.edu/ppm/380/380-12.htm ) describes campus procedures for resolving sexual harassment complaints, which may include interim actions, early resolution processes, and formal investigation procedures. If a complaint of sexual harassment is substantiated, the campus will take appropriate remedial action. The Sexual Harassment Education Program (530) 752-9255 255 works with students to resolve complaints of sexual harassment and provides referrals to other campus resources. Students may report sexual harassment to deans, supervisors, managers, the Campus Sexual Harassment Officer (Director of the Sexual Harassment Education Program) and other campus officials, including Student Judicial Affairs and Student Housing, and the Compliance Director (Title IX Officer) 530-752-9466. With the exception of certain confidential resources, University officials receiving a report of sexual harassment must immediately consult with the Sexual Harassment Officer. Students may seek confidential advice and support from Counseling and Psychological Services (530) 752-0871, the Campus Violence Prevention Program (530) 752-3299, the Lesbian, Gay, Bi-Sexual, and Transgender Resource Center (530) 752-24452, and the Women's Resources and Research Center (530) 752-3372. Consultation with these resources will not lead to a report of sexual harassment unless additional action is taken by the individual seeking advice.

Accommodations for Students with Disabilities. Students with documented disabilities may be entitled to reasonable accommodations to gain access to the University's academic programs. More information about academic accommodations can be obtained by contacting the Student Disability Center (530) 752-3184 or http://sdc.ucdavis.edu. Questions or concerns about accommodations that are not related to academic programs should be directed to the UC Davis Compliance Director (ADA Officer) (530) 752-9466, For complaints of alleged discrimination on the basis of disability under PPM Section 280-05, contact Student Judicial Affairs (530) 752-1128 or the UC Davis Compliance Director.

Disclosures from Student Records. Students have the right to review records that relate to themselves in their capacity as students and to request corrections of records believed to be inaccurate. Most disclosures from student records to outside parties require prior consent from the student.

Under the Family Educational Rights and Privacy Act of 1974 and University and campus policies, UC Davis students have the following rights:

1. To review their own student records within 45 days after the student submits a written request for access to the Registrar or other department in possession of the records. That office will make arrangements for access and notify the student when and where the records may be reviewed. If the records requested are in a different office, the request will be redirected and the student notified. The campus maintains several types of student records in various locations. Questions about how to obtain records should be referred to Student Judicial Affairs at (530) 752-1128.
2. To request amendment of their own student records if they believe the records are inaccurate or misleading, students should submit a written request to the office that maintains the records specifying the portion of the record the student wants changed and why it is believed to be inaccurate or misleading. That office has 45 days to determine whether the record should be changed and notify the student of the decision, If a student wishes to contest this decision, the student should contact Student Judicial Affairs.
3. To restrict the disclosure of personally identifiable information contained in student records, except when law and policy permit disclosure without consent. Examples of circumstances in which the student's consent is not required for disclosure of student records include the following:
4. Disclosure of “directory” or “public” information including the student's name; local and/or permanent address(es), e-mail addresses and telephone number(s); dates of attendance; major field(s) of study [major, minor, concentration, specialization, and similar designations]; grade level; enrollment status (undergraduate/graduate, full time or part time, number of enrolled course units) degrees and honors received; most recent previous educational institution attended; participation in officially recognized activities, including Intercollegiate Athletics (ICA), and the name, weight and height of participants on ICA teams.
5. To prevent disclosures of telephone numbers and/or addresses, students must submit a written request to the Registrar by the tenth day of instruction. To prevent disclosure of their e-mail address, students must follow instructions at https://computingaccounts.ucdavis.edu/, and select the Change your directory information option.
6. Students may designate all information about themselves as confidential and withhold it from public disclosure by filing a request with the Office of the University Registrar in 12 Mrak Hall. If all information is designated confidential, UC Davis cannot respond to requests for verification of student status or degrees, make public any honors, or include the student's name in the commencement program without the student's specific written consent.
7. Disclosure to campus officials (for example faculty, staff, student employees, or those under contract with the University) having a legitimate educational interest in the records. Legitimate educational interest means the information is relevant and necessary to a task or determination that is ( a ) an employment responsibility or an assigned subject matter for the inquirer and/or related to ( b ) the inquirer's participation in the student's education; ( c ) the discipline of a student; or ( d ) providing a service or benefit related to a student or student's family (such as health care, counseling, job placement, or financial aid).
8. Disclosure of appropriate student records, including academic records, disciplinary records, and other student records, to other educational institutions in which a student seeks or intends to enroll, or is currently enrolled, so long as the disclosure is for purposes related to the student's enrollment or transfer

For more information, see UC Davis Policy and Procedure Manual Section 320-21 at http://manuals.ucdavis.edu/ppm/320/320-21.htm.

Contact Student Judicial Affairs (530) 752-1128 for questions about these rights and requirements. Student complaints regarding alleged violations of privacy rights should be submitted to Student Judicial Affairs.

Students may also contact the U.S. Department of Education concerning alleged violations of these requirements, addressed to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW., Washington, DC. 20202-4605. See Section 99.63 at http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html.

Social Security Numbers. A student's Social Security number is used to verify personal identity in the UC Davis Student Records System. Students are mandated to disclose their social security number to UC Davis. In compliance with state law, Social security numbers are confidential and are not used as student identifiers.

Release of Registration Material and Grades. In compliance with student privacy rights under federal and state law and University policy, the Office of the Registrar may not release a students grades, registration material, and/or identification card to anyone other than the student without specific written authorization signed by the student. The person to whom the information, material, or card is released must be designated by name and must present proof of identity. The signed authorization is kept in the “Record of Disclosures” in the student's file.