Welcome to Policy & Records Administration at UCSD!

Chancellor's Correspondence Policy and Procedures Manual Electronic Notices and Flyers Regents Agenda Items Delegations of Authority Organization Charts Records Management IPA Records Campus Notary Campus Notary

References

PPM 160-2 Disclosure of Information from Student Records

PPM 230-11 Maintenance of, Access to, and Opportunity to Request Amendment of Academic Personnel Records

PPM 480-3 UCSD Information Practices Act

PPM 480-4, UCSD Policy on Public Records

PPM 470-1 UCSD Guidelines for Serving, Accepting and Responding to Subpoenas

Transcript Requests

California Public Records Act

University of California Electronic Communications Policy (11/17/00)

UCSD Email Procedures and Practices (10/03/98)

Related Sites

ALA American Libarary Association

ARMA American Records Management Association

NARA National Archives & Records Administration

California Legislation

US Legislation

USA Patriot Act

HIPAA Health Insurance Portability & Accountability Act

Sarbanes-Oxley

SB 1386

 

CONTACT
IPA Coordinator
Linda Maczko
(858) 534-3395

 
Policy & Records Administration is responsible for coordinating requests for documents under the California Public Records Act and the Information Practices Act.
 
Requesting Public Records
The University of California, San Diego is simultaneously committed to the public's right to information access and the individual's right to privacy, as required by state and federal laws and university policies and procedures. The California Public Records Act (CPRA) ensures the public's right to government records, including those of the University of California. The California Information Practices Act (IPA) protects the privacy of individuals. The statutes were 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, keeping in mind the right of individuals to privacy.

California Public Records Act (CPRA)requests should be directed immediately to Policy & Records Administration, Linda Maczko, (858) 534-3395, . For assistance in responding to requests for personal information, please contact Linda Maczko, (858) 534-3395.  

Other Types of Legal Documents and Requests
UCSD's response to many of the types of documents listed below must meet legally-prescribed deadlines, so your immediate contact of the applicable department listed below is imperative:
  • Audit Records Requests – For any UCSD record request associated with an external audit or review (other than the UCSD annual financial review performed by The Regents’ auditing firm) please contact Audit & Management Advisory Services (AMAS) at (858) 534-3617. Requests for records needed in the course of an external audit are processed by AMAS in accordance with UCSD Policy and Procedure Manual 300-5, Audits by External Agencies.

  • Health Information - For requests for the release of health information, please immediately contact Health Information Services, UCSD Medical Center at (619) 543-7321.

  • Police Records - For requests for police records, please contact the UCSD Police Department, information about which is located on the Web at http://police.ucsd.edu/ .

  • Procurement & Contracts - Request for or access to data regarding contractual or procurement matters, including solicitations, contract terms and conditions, bidders or award pricing should not be released to any non-University party for any reason except as allowed by formal public records requests. Please refer all such requests to Procurement & Contracts management at 858 534 3082.

  • Proofs of Claim - For proofs of claim and other notices of legal proceedings involving UCSD vendors and service providers, please immediately contact Office of the Controller, (858) 534-0660.

  • Search Warrants - For search warrants or subpoenas summoning a person to testify in person and for information regarding witness fees and recuperation of costs for copying records, see UC Business and Finance Bulletin RMP-10 "Instructions for Responding to Subpoena", located on the Web at http://www.ucop.edu/ucophome/policies/bfb/rmp10.html .

  • Student Records - For requests for student records other than pursuant to subpoenas, please contact the Student Records Advisor at (858) 534-6225 or avalladolid@ucsd.edu. Guidelines for records that contain personally identifiable student information are set forth in UCSD Policies and Procedures Manual 160-2, located on the Web at http://adminrecords.ucsd.edu/ppm/docs/160-2.html

  • Summons and Complaint - For summons and complaints (formal filings that commence legal action), please immediately contact Risk Management at (858) 534-2454.

  • Transcripts - Transcripts are available from the Registrar's Office. The phone number for the Transcript office is (858) 534-3155.
 
Training
Training Classes are available for the following:

    Confidentiality of Records: Privacy/Access/The Law (Class is given three times a year.)


    Please refer to Enrollment Central for class schedule and to enroll.

Vice Chancellor-Resource Management and Planning Audit and Management Advisory Services Campus Budget Campus Planning Facilities Design and Construction Real Estate
 
108 University Center (UCtr) 0014 • 9500 Gilman Drive • La Jolla, California 92093-0014


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