Student Records Privacy Guidelines

Safeguarding your Privacy

The University of Arizona is committed to providing services and support to meet your needs and achieve your educational goals.  We are equally committed to protecting your privacy.  This notice is provided to help you better understand how we - and you - safeguard your personal information.  We regularly review our procedures and practices to ensure that your information is protected from unauthorized access.  Consequent to this review, we reserve the right to revise this policy providing we notify the University community of any changes made.

Information We Collect and Disclose About You

We collect public and nonpublic personal information about you

  • Through information you provide us on applications and other forms;
  • When appropriate, through the transactional activity you initiate with the University of Arizona or its agents;
  • Through receipt of information from other institutions or organizations that you have authorized to send to us.

By Office of the Registrar policy, and consistent with federal law, we consider some personal information to be public, or directory, information.  We can disclose this kind of information without your consent unless you have restricted us from doing so.  The following items are directory information.

  • name
  • date of birth
  • mailing/residence hall address
  • home/campus telephone number
  • official university email address
  • college
  • class standing/classification
  • academic program (degree, major, minor)
  • dates of attendance
  • status (full or part-time registration)
  • degree received
  • honors and awards received
  • participation in officially recognized activities
  • weight and height of members of athletic teams
  • student employment information (title, pay rate, dates of employment)

You can restrict the publishing of this information via UAccess Student.

About Your Social Security Number (SSN)

The University does not allow the display of your SSN, or any four or more consecutive numbers contained in your SSN, on any Internet site or other publicly accessible document for any purpose.  Some offices on campus do collect your SSN in order to do business with you.  If you have any concerns about this you may ask to see the authority or particular law that permits the requesting of this information.

How We Protect Your Information

The access and release of your non-public (non-directory) information such as educational records (or any personally identifiable information they contain) without your prior consent are prohibited under federal law.  However, federal law permits access to such information without your prior consent under certain circumstances or to certain individuals.  These include

  • Officials of the University, including teachers, who have a legitimate educational interest in the information;
  • Officials of other schools in which you seek or intend to enroll, on the condition that you (upon request) receive a copy of what was transferred and have an opportunity to (upon request) challenge its content;
  • Persons, companies or agencies with whom the University has contracted to provide services that the University, itself, would otherwise have to provide (such as an attorney, auditor, collection agent, security service or other service provider);
  • Federal, state, and local officials, authorities, or their agents as required by law or for the purpose of audit, program and institutional evaluation and improvement, and legal compliance with federally supported education programs;
  • Financial aid information to the extent necessary for such purpose as determining eligibility for financial aid or determining or enforcing the terms or conditions of the financial aid;
  • The University or its agents to the extent necessary to resolve any outstanding financial obligation to the University;
  • Accrediting organizations in order to carry out accrediting functions;
  • Your parents, if you are a dependent as defined in Section 152 of the Internal Revenue code;
  • Appropriate parties in a health or safety emergency;
  • Officials of the military for recruitment purposes;
  • By judicial order or lawfully issued subpoena;
  • Any other condition or individual not named here but for a legitimate purpose within federal law.

What You Can Do to Help Protect your Privacy

Protect your personal information, such as your student identification number, your PIN, your accounts and passwords, and your CatCard.

Use caution when disclosing such information to other persons.  If someone telephones or emails you and explains that the contact is on behalf of the University and asks for your student id number, SSN, or PIN, you should not disclose your ID numbers.  Official University staff have access to your information and will not need to ask for it.

Keep your information current.  It is important that we have current information on how to reach you.  If we detect potentially fraudulent or unauthorized activity in your name, we will attempt to contact you immediately.  If you change your address, telephone number, or electric mail address, please update this information through UAccess Student and with other organizations within the University community.

You have the right to inspect your education records, with certain exceptions.  If you believe they are inaccurate, you may request that they be fixed.  If your request is denied you have the right to a hearing.  You also have the right to file a complaint with the US Department of Education if you believe the University of Arizona has failed to comply with federal law regarding the privacy of your information.

You may remove or set the restriction to release of directory information at any time during the semester.  Such action will dictate whether or not your information is found in the University's electronic directories.  The printed directory, however, is published only once each fall semester.  For the printed directory, you must remove or set the restriction to release directory information prior to the end of the second week of classes in the fall.  If you restrict the release of directory information, that restriction will remain in effect until you remove it.