B2. Applicant Records
Updated: July 27th, 2010
Release of applicant information. According to California’s Information Practices Act of 1977 (IPA), the Graduate Admissions Office will release information on an applicant’s status only to the applicant. If an applicant would like anyone else to have access to that information, the applicant should complete the on-line section of the graduate application for admission that grants permission to release information to an alternate contact. An applicant may also submit a written statement giving permission and the person’s name. The Graduate Division’s policy, based on IPA guidelines, is to hold in confidence all information provided in application materials except the names of applicants, and the departments to which they applied, which is considered public information. If an applicant does not wish these to be released, a written request to withhold that information should be included with the application, and the department should be informed as well.
Rights of applicants. The Information Practices Act governs the disclosure of information from applicant and other non-student records. Under this act, letters and statements of recommendation and admission committee appraisals are considered “personal information.” The IPA requires disclosure of personal information to the individual about whom the personal information pertains. This means that, absent a waiver, an applicant would legally have access to letters of recommendation and admission committee evaluation material.
Applicants who wish to waive access to their letters of recommendation must complete the waiver section in the letter of recommendation form, which is included in the application booklet and available online (www.grad.berkeley.edu/admissions/app_instructions.shtml). This form should be submitted with their letters of recommendation. If an applicant has not waived the right of access, then the department must disclose the letters of recommendation to the individual upon request, regardless of where the letters are filed.
Departments may wish to consider including a waiver of access rights form specifically for those comments and evaluations. A sample form for this purpose is included below. Any such waiver would have to be voluntary and could not be required as a condition of admission or review.
For more information on this policy, call the Graduate Admissions Office (642-7405).
See All Topics in the Category: B. Admission, Guide to Graduate Policy
