Access to and Disclosure of Student Records

Public records: The following types of information kept in the Department are considered matters of public record. The information can be released, provided it is available in the office. The information will not be released if a student requests in writing that it not be disclosed as a matter of public record.

  • Name of student
  • Dates of attendance
  • Major field of study
  • Degrees granted at Berkeley and date(s)
  • Name of the most recently attended institution (prior to Berkeley)

Confidential records: All other records, such as general correspondence, admission applications, university fellowships and grants, record of employment, educational test scores, etc., are confidential.

Access by the student: Students have the right to inspect their own confidential records provided they present adequate identification. Letters of recommendation and statements of evaluation dated before January 1, 1975, are not disclosed since these are not covered by congressional legislation. Access to a student’s record will normally be granted within 10 working days after the request. Copies of records that can be released will be made by the staff for 10 cents a copy. All copies will be identified with a Department stamp.

Access by a third party: Disclosure to a third party can be made only with the written consent of the student, naming the third party, the records to be released, and the reasons for the disclosure.

Challenge of records: The Department staff will interpret and explain the information in a student’s record at the student’s request. If a student believes that his or her records include data which are inaccurate, misleading, inappropriate, or otherwise in violation of the student’s rights of privacy, the student should follow the department appeals procedures.