UIC Student Records Policy

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Guidelines and Procedures Governing Student Records

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Guidelines and Procedures Governing Student Records

PURPOSE
The University of Illinois Chicago maintains individual records and information about Students for the purpose of providing educational, vocational, and personal services to its Students. It is University policy to comply fully with federal statutes and regulations regarding the confidentiality of Student educational records. As required by the Family Educational Rights and Privacy Act of 1974, as amended, the following guidelines and procedures are intended to ensure the confidentiality of Student Education Records, to establish the right of Students to inspect and review their Education Records, to clarify the circumstances under which Educational Records may be released to third parties, and to establish the appropriate procedures to be followed by Students for the correction of inaccurate or misleading data within their Educational Records. Notice is given of rights and responsibilities of students under this policy in the Registration Agreement presented to students prior to online registration each semester. Copies will also be available in the Office of the Vice Chancellor for Student Affairs and in the Office of Admissions and Records.
ACCESS TO RECORDS
1. Student’s Right to Inspect or Review Education Records
  1. Access and Review: UIC Students have the right to physically review their own Education Records in the presence of a designated University representative. Where necessary and reasonable, an explanation and interpretation of the record will be provided by qualified University personnel. Student access may include electronic means. To ensure that Students may only have access to their own records, a UIC Enterprise ID is assigned and stored in the University’s Student Information System. This Enterprise ID and a password are required for access to the system.
    1. The Student is required to submit all requests for access to his/her records in writing to the appropriate office and will be required to present appropriate identification.
    2. The appropriate office shall comply with the request within a reasonable amount of time, not to exceed 45 days after receipt of the request.
    3. Original records may not be removed from any office where they are maintained.
  2. Copies: Where circumstances effectively prevent the Student from exercising his/her right to inspect and review the record, the University will provide a copy of the records requested. Students may be required to pay a fee for copies of their records, including, but not limited to transcripts, certification of enrollment, certification of graduation, and enrollment letters. A Student may be denied a copy of his/her Student record (e.g., transcript, diploma, or certificate) in cases where an administrative hold has been placed on that Student’s record. The Student may view such records, though will not be permitted to obtain a copy of said record until the hold has been properly removed.
2. Limitations on Right to Inspect or Review
  A Student may not inspect or review the following:
  1. Financial records and information of his/her parent(s).
  2. Confidential letters or materials placed in records prior to January 1, 1975, as long as they are used only for the purposes for which they were written.
  3. Confidential letters or materials placed in records after January 1, 1975 if the Student has voluntarily submitted a written waiver, signed by the Student. Such letters and statements must be related to the Student’s admission to the University, application for employment, or receipt of an honor or honorary recognition. If the Student has waived the right of inspection, the University will provide the Student, upon request, the names of the individuals who provided the letters and statements of recommendation. A waiver may be revoked with respect to any actions occurring after the revocation. A revocation must be made in writing.
  4. If an Education Record contains information about more than one Student, the Student may inspect and review or be informed of only the specific information about that Student. As such, that record may be censored (e.g. crossed-out or blanked-out) to protect information about the other Student(s).
IDENTIFICATION, DESCRIPTION AND LOCATION OF RECORDS
A Student’s Education Records are not maintained in one central location. Instead, various departments and units create and maintain files containing Education Records for Students. Although more than one department or unit may maintain a copy of a particular record, a Student should direct a request for that record to the appropriate department or unit who maintains the file housing that record. All University officials should refer a request promptly to the appropriate department(s). The following should guide the Student in directing his/her request. In addition, a glossary of commonly requested records with a listing of the location and custodian of those records is attached as Appendix A (pdf).
1. Academic Records
  1. The Office for Admissions and Records (OAR)
    OAR maintains the official academic record of a Student’s cumulative history at UIC, including the Student’s admission, registration, and academic performance. The OAR file includes, but is not limited to the Student’s application for admission or readmission to the University along with supporting documentation, transfer credit evaluation, and other data pertinent to the evaluation of the Student’s admissibility; the Student’s official transcript; certain demographic and biographic information; and petitions for residency and supporting documentation. Please direct your request to the Director of the Office for Admissions and Records.
  2. The College/Unit/Department
    The academic college, unit or department in which the Student is enrolled maintains that Student’s individual academic records such as course materials, grade issuance/change materials, advisor notes, communications, etc. For information concerning these records, contact the appropriate unit and records custodian listed below:
    - Dean, College of Architecture and the Arts
    - Dean, College of Applied Health Sciences
    - Dean, College of Business Administration
    - Dean, College of Dentistry
    - Dean, College of Education
    - Dean, College of Engineering
    - Dean, the Graduate College
    - Dean, Honors College
    - Dean, College of Liberal Arts & Sciences
    - Dean, College of Medicine
    - Dean, College of Nursing
    - Dean, College of Pharmacy
    - Dean, Jane Addams College of Social Work
    - Dean, UIC Law
    - Dean, School of Public Health
    - Dean, College of Urban Planning & Public Affairs
    - Director, Office of Continuing Education & Public Service
2. Financial Records
  1. University Bursar
    The Bursar maintains a record of student account transactions, including billing, refund, and payment information; records of collection efforts; and records related to Federal Perkins’ loans and University Long-Term Loans (e.g., promissory notes). The records maintained by the Bursar include information from all University of Illinois campuses and sites. Please direct your request to the Bursar.
  2. The Office of Student Financial Aid (OFA)
    OFA maintains records of Students’ applications for financial aid (e.g., scholarships, loans, grants) and any supporting documentation. Please direct your request to the Director of the Office of Student Financial Aid.
3. Student Services Records
  1. The Department of Intercollegiate Athletics (Athletics)
    Athletics maintains records relating to Student athletes, including but not limited to the National Letter of Intent, Athletic Scholarships, NCAA required forms for participation, Eligibility and Academic Coursework and Medical information from Athletic Training. For information concerning these records contact Director of Athletics.
  2. The Office for Campus Housing (Campus Housing)
    Campus Housing maintains records related to housing applications, assignments, contracts, room changes, room selection process, housing charges, and housing disciplinary incidents. For information concerning these records, contact the Director of Campus Housing.
  3. Campus Union Programs (CUP)
    Campus Housing maintains records related to housing applications, assignments, contracts, room changes, room selection process, housing charges, and housing disciplinary incidents. For information concerning these records, contact the Director of Campus Housing.
  4. Campus Recreation
    CUP maintains records regarding Student organizations and their officers, and programming committees and their officers. For more information concerning these records contact the Director of Campus Union Programs.
  5. Career, Job Placement, and Student Employment Record
    The Office of Career Services maintains records for those Students who use its services. This information consists of self-completed resumes, various personal references and academic transcripts furnished by the Student. These items are distributed to potential employers. The Student Employment office maintains records pertinent to Student employment. For information concerning these records, contact the Director of the Office of Career Services or the Coordinator of Student Employment.
  6. Counseling/Testing Records
    Records of services rendered in the areas of counseling and testing are maintained by Student Affairs Counseling Services and the Office of Testing Services (a Division of Counseling Services). For more information concerning these records, contact the Director of Counseling Services or the Associate Director for Testing, Counseling Services.
  7. Office of the Dean of Students
    The Office of the Dean of Students maintains the following Student records: Student Ombuds files, Student judicial files, and Student legal service files.For information concerning these records, contact the Dean of Students.
  8. The Office of Disability Services (ODS)
    ODS maintains records related to Student accommodations and requests for service. For more information regarding these records, contact the Director of the Office of Disability Services.
  9. The I-card/Photo ID Office
    The I-card/Photo ID Office maintains the image and demographic information that is fed from Banner to the I-card system. The individual image is created in the Photo ID office. The image may be provided to the Student upon request for a fee. For information concerning these records, contact the Photo ID Coordinator.
  10. The Office of International Services (OIS)
    OIS maintains copies of immigration related files as required by the U.S. Department of Homeland Security and U.S. Department of State. These files contain a cumulative history of the Student’s immigration status, registration, declaration and certification of finances, evidence of sources of financial support and biographic information as required for reporting purposes and the initial I 20 form and DS-2019. For information, contact the Director of the Office of International Services.
  11. Parking Services
    Parking Services maintains Student parking applications/renewals, lot access records, payment history, and citation history. For information regarding these records contact the Director of Campus Parking Services.
  12. Student Health Services (Campus Care)
    Campus Care maintains claim status information for all enrolled Students who have Campus Care insurance.For more information concerning these records contact the Director of Campus Care.
  13. The Student Development Services Office
    The Student Development Services office maintains records of Students who request and receive Veterans Affairs benefits, Orientation Program reservations, charges and fee waivers, and selection process materials for specific Student leader volunteer and employment positions. For information concerning these records, contact the Director of Student Development Services.
4. Academic Support Services
  1. Academic Center for Excellence (ACE)
    ACE maintains the following Student records: Students grades for ACE ASP Courses, ACE Advisee records (name, UIN, Student’s semester grades, and number of visits per semester). For more information please contact the Associate Director of Academic Center for Excellence.
  2. African American Academic Network (AAAN)
    AAAN maintains the following information for Students who seek or qualify for services from AAAN: UIC application, H.S. transcripts, Demographic information, and Student contact sheet for every visit (e.g. nature of the visit–social, financial, academic or tutorial). Files are maintained as long as the Students are registered (active). Inactive flies are held for only 2 years, and then shredded. For information concerning these records, contact the Director of AAAN Program.
  3. Academic Computing and Communication Center (ACCC)
    ACCC maintains the following records: phonebook information (current/historical); Files/email/web pages in accounts, and also Blackboard work. For more information concerning these records, contact the Director of ACCC.
  4. The Office of School Relations -Project CHANCE
    The Office of School Relations possesses Student records regarding Project CHANCE application information and instructional programs that are administered through the CHANCE program. For more information regarding these records, please contact the Director of Project CHANCE.
  5. Native American Support Program
    The Native American Support Program maintains copies of Student records related to academic progress, financial aid, tribal scholarships and contact logs documenting Student/staff interactions for Students who seek or qualify for services of the Program. For more information concerning these records, contact the Director of the Native American Support Program.
  6. Latin American Recruitment and Educational Services Program (LARES)
    LARES maintains the following: admission files and academic advising files for Students who seek or qualify for services from LARES. For information concerning these records, contact the Associate Director of the LARES Program.
  7. Special Scholarship Programs
    The Office of Special Scholarship Programs maintains nationally competitive scholarship applications from past award recipients. For more information concerning these records contact the Director of the Office of Special Scholarship Programs.
  8. TRIO Programs
    The Student records available in the Educational Opportunity Outreach Programs (TRIO) offices include records that determine Student eligibility for programs and services provided, and documentation of Student academic participation. For information concerning these records, contact the Director of Educational Opportunity Outreach Programs (TRIO).
  9. Urban Health Program
    The Urban Health Program maintains initial Urban Health Program applications and a list of applicants. For more information concerning these records, contact the Director of Urban Health Program.
DISCLOSURE OF INFORMATION FROM EDUCATION RECORDS TO THIRD PARTIES
1. Disclosure not requiring prior consent**
  Except in the case of Directory Information, the University (e.g., appropriate record custodian) may disclose personally identifiable information from a Student’s Education Record, without the consent specified above, only if the disclosure meets one or more of the following conditions:
  1. The disclosure is to University officials who have a legitimate educational interest in the records. The sufficiency of the need will be determined on a case-by-case basis by the head of the unit from which the records are sought. Student information supplied, in any format or medium, to any University of Illinois at Chicago personnel or units is provided on the basis that it is needed to permit their necessary functioning.
    1. The University official has a legitimate educational interest if the official is performing a task that is specified in his/her position description or contract agreement; performing a task related to a Student’s education (e.g., providing academic or personal advice and counsel to Students, creating and/or maintaining Educational Records, supervising and/or certifying Student educational progress for University or government purposes); performing a task related to the discipline of a Student; providing a service or benefit relating to the Student or Student’s family (e.g., health care, counseling, job placement, financial aid); or maintaining the safety and security of the campus.
    2. University personnel may include a person employed by the University in an administrative, academic, research or support position, including health or medical staff (e.g. members of the faculty, academic advisors, administrative and support staff, and Student employees); a person elected to the Board of Trustees; a person employed by or under contract with the University to perform a special task (e.g., an attorney or auditor); a person employed by the University law enforcement unit; or a Student serving on an official committee (e.g., disciplinary or grievance committee), or who is assisting another school official in performing his/her tasks.
  2. The disclosure is to officials of other schools, colleges or universities in which the Student seeks or intends to enroll or where the Student is already in attendance if the Student is enrolled in or receives services from the other institution. A copy of any information sent will be provided to the Student upon request.
  3. The disclosure is to authorized representatives of the Comptroller General of the United States, The Attorney General of the United States, the Secretary of the U.S. Department of Education, or to State and local educational authorities in connection with an audit or evaluation of Federal or State supported education programs, or for the enforcement of or compliance with Federal legal requirements which relate to those programs. Unless specifically authorized by Federal law, information that is collected hereunder must be protected in a manner that does not permit personal identification by anyone except the officials referred to above and must be destroyed when no longer needed for the purposes for which it was provided.
  4. The disclosure is in connection with financial aid for which the Student has applied or received, if the information is needed to determine eligibility for the aid, to determine the amount of the aid, to determine the conditions for the aid, or to enforce the terms and conditions of the aid.
  5. The disclosure is to State and local officials or authorities to whom this information is specifically allowed to be reported or disclosed pursuant to State statute adopted before November 19, 1974, if the allowed reporting or disclosure concerns the juvenile justice system and the system’s ability to effectively serve the Student whose records are released; or adopted after November 19, 1974 if reporting or disclosure allowed by the statute concerns the juvenile justice system and the system’s ability to effectively serve, prior to adjudication, the Student whose records are released and only so long as the officials to whom the records are disclosed certify, in writing, to the University that the information will not be disclosed to any other party, except as provided under state law, without the prior written consent of the Student.
  6. The disclosure is to organizations conducting studies for, or on behalf of, educational agencies or institutions to develop, validate, or administer predictive tests, administer Student aid programs, or improve instruction, but only if the study is conducted in a manner that does not permit personal identification of parents and Students by individuals other than representatives from the organization and the information is destroyed when no longer needed for the purposes for which the study was conducted.
  7. The disclosure is to accrediting organizations to carry out their accrediting function, with the guarantee that the identity of the Student will be protected.
  8. The disclosure is to a Parent of a Student (1) who is defined as a dependent under Section 152 of the Internal Revenue Code of 1954, (for purposes of this policy, the assumption, unless individually certified to the contrary under the criteria above, will be that University Students are not dependents within the meaning of the Internal Revenue Code); or (2) is in regard to the Student’s violation of any federal, state, or local law, or of any rule or policy of the institution, governing the use or possession of alcohol or a controlled substance if the University has determined that the Student has committed a disciplinary violation with respect to the use or possession and the Student is under the age of 21 at the time of the disclosure to the parent.
  9. The disclosure is to comply with a judicial order or lawfully issued subpoena, including an IRS summons. The sufficiency of the order or subpoena will be determined by University Legal Counsel. The University will make a reasonable effort to notify the Student in advance of the existence of the order/subpoena and of its intent to comply, unless the disclosure is in compliance with; (i) A Federal grand jury subpoena and the court has ordered that the existence or the contents of the subpoena or the information furnished in response to the subpoena not be disclosed; or (ii) Any other subpoena issued for a law enforcement purpose and the court or other issuing agency has ordered that the existence or contents of the subpoena or the information furnished in response to the subpoena not be disclosed. If the University initiates legal action against a Student or parent, it may disclose the Student’s Education Records that are relevant to the action to the court without a court order or subpoena. If a parent or Student initiates legal action against the University, the University may disclose to the court, without a court order or subpoena, the Student’s Education Records that are relevant for the University to defend itself.
  10. The disclosure is in connection with a health or safety emergency, if knowledge of such information is necessary to protect the health or safety of a Student or other individuals.
  11. The disclosure is to faculty and other officials of the University or other schools concerning the disciplinary action taken against the Student for conduct that posed a significant risk to the safety or wellbeing of that Student, other Students, or other members of the school community, where the University has determined that said individuals have a legitimate educational interest in the behavior of the Student.
  12. The disclosure consists of information the University has designated as “directory information” (see section IV.C. below).
  13. The disclosure is to a victim of an alleged perpetrator of a crime of violence (e.g., actual or attempted arson, assault, burglary, criminal homicide, vandalism of property, kidnapping/abduction, robbery, and forcible sex offenses) or nonforcible sex offense, but limited to the final results of a disciplinary hearing regardless of the outcome.
  14. The disclosure is to any third party where the Student has been found to be an alleged perpetrator of a crime of violence or nonforcible sex offense and, a disciplinary proceeding took place on or after October 7, 1998 and, with respect to the alleged crime or offense, the Student has been found to have committed a violation of the University’s rules or policies. The University will not disclose the name of any other Student (victim or witness) without the prior written consent of the other Student(s).
  15. The disclosure is to the U.S. Attorney General or to his/her designee—without the consent or knowledge of the Student or parent– in response to an ex parte order in connection with the investigation or prosecution of terrorism crimes specified in section 2332b(g)(5)(B) and 2331 of title 18, U.S. Code. The University is not required to record a disclosure of information from a Student’s educational record when the University makes that disclosure pursuant to said ex parte order.
  16. The disclosure is to the U.S. Department of Homeland Security for Education Records of international Students attending the University under an F-1, M-1 or J-1 visa.** All recipients of Student records are advised that they are obligated to respect the confidentiality of Student information disclosed to them and must maintain that information in accordance with federal law and with these guidelines.
2. Disclosure Requiring Prior Consent
  Except as listed in “A” above, all requests for Student Information other than directory information must be accompanied by the consent of the Student. Consent can be provided using the standard UIC consent to release records (FERPA) request form. However, Students should check with the relevant custodian of records to determine whether that office/department/unit has a specific consent form that they require.
  1. Essential Elements of Consent: The online consent required by this section must be approved by the Student, specify the records to be disclosed, and identify the party or class of parties to whom the disclosure may be made. See online consent to release records (FERPA) request form.
  2. Right to Copy of Records Disclosed: When disclosure is made pursuant to this section, the appropriate record-keeping office will, upon written request, provide the Student with a copy of the records that were disclosed.
  3. Subsequent Disclosure: The University will disclose personally identifiable information from the Education Records of a Student only on the conditions that the party to whom the disclosure is made (1) will not further disclose the information without the Student’s prior written consent, except in the disclosure of directory information and (2) will only use the information for the purposes for which the disclosure was made. The University will, except for the disclosure of directory information, inform the party to whom disclosure is made of the obligation to obtain the Student’s consent before further disclosure to other parties.
3. Disclosure of Directory Information
  1. General Policy: Directory Information pertaining to individual Students may be released at the discretion of the University. The definition of Directory Information will be provided in the University publication of course offerings and registration policies or other designated publications and is defined in section VII.D. below. All recipients of Student information within the University are required to comply with this policy. Directory information or lists of Student information will never be knowingly provided to any requesting party for commercial or political purposes unless required by law or legal process. If a Student directory is published, it will be equally available to all.
  2. Opting Out of Disclosure: Each academic term, enrolled Students will be given the opportunity to notify the University in writing that they do not want their Directory Information disclosed without their prior written consent. Such requests must be submitted on the appropriate University form to the Office of Registration and Records no later than the tenth day of the semester (fifth day of Summer Session 2). Such requests for nondisclosure will be honored until the Student revokes the request in writing.
4. Recordkeeping of Disclosures
  1. General Policy: The University shall maintain a record of each request for access to and each disclosure of personally identifiable information from the Education Records of each Student. The record of disclosure shall be maintained with the Education Record as long as the records are maintained. The record of disclosure shall include:
    1. The parties who have requested or received personally identifiable information; and, where relevant,
    2. The legitimate educational interests (see section IV.A.1. above) the parties had in requesting or obtaining the information.
  2. Exceptions: Records of disclosure are not required to be kept in the record of a Student under the following circumstances:
    1. When the request was from, or the disclosure was to, the Student himself/herself, University personnel or school officials as defined in IV.A.1. above;
    2. The requesting party has a written consent from the Student;
    3. The requesting party is seeking Directory Information;
    4. The disclosure is in accordance with IV.A.10(i) or (ii) above; or
    5. The disclosure is in accordance with Section IV(A)(16) above.
AMENDING AN EDUCATION RECORD
1. Grounds: A Student has the right to request an amendment to his/her Education Record if he/she believes that it is inaccurate, misleading, or otherwise in violation of his/her privacy rights.
2. Procedure
  1. Request: To request an amendment to the Education Record, the Student shall, within sixty (60) days after inspecting and reviewing the record in question for the first time, file with the University office responsible for maintaining such records (See Section III. above), a written request for amendment stating the grounds for that amendment.
  2. Review: Within thirty (30) days following receipt of such request, the unit head, or an authorized designee, shall review the record in question with the Student.
  3. Response: The unit head/designee shall either amend the record as requested or notify the Student of the right to a hearing at which the Student and other persons directly involved in the establishment of the record will have an opportunity to present evidence to support or refute the contention that the subject record is inaccurate, misleading, or otherwise in violation of the Student’s privacy or other rights. The right-to-hearing notice shall be sent to the Student via certified mail, return receipt requested, by messenger, or by some other means through which the date of receipt may be determined.
3. Hearing
  1. Request for Hearing: If the Student wishes to exercise his/her right to the hearing, he/she shall, within ten (10) days following receipt of right-to-hearing notice, submit to the unit head a written request for a hearing.
  2. Notice of Hearing: The Student will be given written notice sent to his/her last known address of the time and place of such hearing not less than ten (10) days in advance.
  3. Hearing Attendees: The hearing will be conducted by a University representative who does not have a direct interest in the outcome. The Student shall have the right to attend the hearing; to be accompanied by one or more individuals of his/her choice at his/her own expense, including an attorney; to present evidence; and to call witnesses in his/her behalf. If the Student chooses to have an attorney present, he/she must notify the hearing officer no later than three (3) days prior to the hearing. The role of an attorney in the hearing process is limited to advising his/her client and, in no event, shall he/she have a speaking part in the proceedings.
  4. Notice of Hearing Outcome: The Student shall be notified in writing of the decision within ten (10) days following the close of the hearing. Such decision is final.
  5. Decision: The decision shall be based solely on the evidence presented at the hearing and shall include a summary of the evidence and reasons for the decision. If, as a result of the hearing, the Hearing Officer decides that the record is inaccurate, misleading or otherwise in violation of the privacy rights of the Student, he/she shall amend the record accordingly. If, on the other hand, the Hearing Officer determines that the record is not inaccurate, misleading or otherwise in violation of the Student’s privacy rights, he/she will inform the Student of the right to place a statement in the record commenting on the contested information and/or stating why s/he disagrees with the decision of the University. That statement will be maintained with the contested part of the record for as long as the record is maintained and will be disclosed whenever the part of the record to which it relates is disclosed.
  6. Exception: A hearing may not be requested by a Student to contest the assignment of a grade; however, a hearing may be requested to contest whether or not the assigned grade was recorded accurately in the Education Record of the Student. Note that according to UIC policy, changes/correction to final grades are permitted only up to two (2) years after recording the final grade in a student’s academic record so long as the course instructor, department chair/head, and college office approve of the change/correction. No grade change/corrections are allowed after the two-year time limitation. Colleges, however, are permitted to adopt a more restrictive policy. As such, Students should check with their colleges concerning the time limit policy.
RIGHT TO FILE COMPLAINTS
1. If a Student believes that his/her rights have been violated, he/she should first file a complaint with the head of the unit which maintains the records in question.
2. If, after exhausting all internal remedies available within the University, the Student still contends that his/her rights have been violated, written complaints can be filed with: Family Policy Compliance Office U.S. Department of Education, 400 Maryland Avenue, S.W., Washington, D.C. 20202-4605
Maintenance/Destruction/Disposal of Record
1. Persons in charge of Education Records should ensure that only pertinent items are retained in those records.
2. The University may dispose of Education Records when they are no longer necessary, in accordance with applicable federal and state laws. However, if under the terms of this policy, a Student has requested access to the record or has formally challenged the record, the record shall not be destroyed until access has been granted or until a decision has been rendered.
DEFINITIONS
1. Student: A person who is or has been in attendance at the University of Illinois at Chicago, in a course of study either on campus or off campus, and for whom the University maintains Education Records or personally identifiable information.
  1. “Attendance” includes, but is not limited to, attendance in person, online or by correspondence. It includes the period during which a person is working under a work-study program.
  2. Denied Applicants: Persons who applied for admission but were not accepted are not considered “Students” and have no rights under this policy. A person who is denied admission to a particular college or program of study is not entitled to have access to materials related to the denied application, even if the individual is already enrolled or subsequently enrolls in another program of study at the University.
2. Education Records: Those records (in handwriting, print, tape, film, diskette, or other medium, including those that are maintained electronically) that are directly related to a Student and are maintained by the University of Illinois at Chicago or any subunit thereof or by any party acting for the University. The term does not include:
  1. Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the records.
  2. Records created and maintained by the UIC Police or other law enforcement unit for law enforcement purposes.
  3. Employment records, made and maintained in the normal course of business, that relate exclusively to an individual in his/her capacity as an employee and are not available for use for any other purpose, so long as they are maintained separately from any Education Record. Employment records relating to individuals in attendance at UIC who are employed as a result of their status as a Student are considered Education Records.
  4. Records made or maintained by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional that are used in connection with treatment of the Student and are disclosed only to individuals providing the treatment, provided, however, that these records can be reviewed by a physician or other appropriate professional of the Student’s choice. For the purpose of this policy “treatment” does not include remedial educational activities or activities that are part of the University’s program of instruction.
  5. Records that only contain information about a person after that person is no longer a Student at the University of Illinois at Chicago, such as alumni files.
3. Personally Identifiable Information: The term “Personally identifiable information” includes, but is not limited to:
  1. The name of a Student, the Student’s parent(s), the Student’s spouse or other family member;
  2. The address of the Student or the Student’s family;
  3. A personal identifier such as the Student’s social security number or Student ID number;
  4. A list of personal characteristics which would make the Student’s identity easily traceable;
  5. Other information that would make the Student’s identity easily traceable.
4. Directory Information: Directory Information includes that information contained in the Education Record of a Student which would not generally be considered harmful or an invasion of privacy if disclosed. The University of Illinois at Chicago defines the following as directory information:
  1. Name
  2. University Identification Number (UIN)
  3. University e-mail; and permanent city, state, and postal ZIP code.
  4. Class/Level (Graduate, Undergraduate, Professional, Nondegree; Freshman, Sophomore, Junior, Senior).
  5. College and Major field of study/Concentration/Minor.
  6. Day and month of birth.
  7. Participation in officially recognized activities and sports.
  8. Weight and height if the Student is an athletic team member.
  9. Dates of admission/attendance. (this means the period of time during which a Student attends or attended UIC and does not include specific daily records of a Student’s attendance in classes at UIC).
  10. Attendance site (campus/location).
  11. Expected graduation date.
  12. Degrees conferred, with dates.
  13. Current term hours enrolled and enrollment status (full-time, part-time, not enrolled, withdrawn and date of withdrawal).
  14. Awards, honors and achievements (including distinguished academic performance), with dates.
  15. Eligibility for membership in honoraries.
  16. For Students appointed as fellows, assistants, graduate, or undergraduate hourly employees, the title, appointing department, appointment date, duties and percent time of appointment.
  17. Video and photographic images of students taken by the University during public events with the exception of the official UIC identification photograph.
5. Disclosure: To permit access to or the release, transfer, or other communication of Education Records, or the personally identifiable information contained in those records, to any party, by any means, including oral, written or electronic means.
6. Disciplinary action or proceeding: The investigation, adjudication, or imposition of sanctions by an educational agency or institution with respect to an infraction or violation of the internal rules of conduct applicable to Students of the agency or institution.
7. Parent: Includes a natural parent, a guardian, or an individual acting as a parent in the absence of a parent or guardian of a Student. All rights that are afforded to a Parent herein, will be afforded to either Parent, unless the University has been provided with a court order, state statute or legally binding document relating to such matters as divorce, separation, or custody that specifically revokes these rights.
8. Dependent: A Student who qualifies as a dependent child for Federal Income Tax Purposes, in accordance with Section 152 of the Internal Revenue Service Regulations.

[1] Proof of that dependency status shall be required.

[1] According to IRS Publication 501, a Student would be considered a “dependent” for purposes of claiming an exemption if he/she meets the following 5 criteria: (1) He/she either (a) lived with the taxpayer for the entire year as a member of the household, or (b) is related to the taxpayer in one of the ways listed in the regulations (e.g., child, grandchild, stepchild, etc.); (2) He/she is a U.S. citizen or resident, or a resident of Canada or Mexico, for some part of the calendar year in which the relevant tax year begins (there is an exception for certain adopted children); (3) He/she did not file a joint return with the taxpayer; (4) He/she had a gross income below that of the amount set by the IRS for the relevant calendar year (e.g. $3,100 for 2004) OR he/she is the child of the taxpayer and is either (a) under age 19 at the end of the year, or (b) a Student under age 24 at the end of the year.); and (5) The taxpayer provides more than half of the Student’s total support during the calendar (there are special rules that apply in the following two situations: (a) two or more persons provide support, but no one person provides more than half of a person’s total support; or (b) the person supported is the child of divorced or separated parents. ) See IRS Publication 501 for further information.

Effective 2/2/1994; Updated 11/2/2001; Revised and updated 1/17/2006; Updated 8/28/2009; Updated 1/4/2013; Updated 11/18/2016

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