UC Santa Barbara Policy 7035
Policies
Issuing Unit: Administrative Services Date: May 1, 1981
ACCEPTANCE OF SUBPOENA DUCES TECUM FOR PERSONAL RECORDS
I. REFERENCES:
A. Code of Civil Procedure (1985, et seq. and 2019).
B. UCSB Policies Manual, Policy 4005, Use and Release of Student
Data.
C. UCSB Policies Manual, Policy 7000, Privacy and Access to
Information.
D. University of California Staff Personnel Manual, Section 605,
Employee Records.
II. POLICY:
No employee of the University shall produce as evidence records or
documents of the University in any non-University sponsored
judicial, legislative, or administrative proceedings unless he/she
has been properly subpoenaed or unless authorized by an appropriate
University official to produce such information.
A. Acceptance:
Officers authorized to accept subpoenas for UCSB student or
employee records and responsible for the release of these
records in accordance with such subpoenas:
1. Vice Chancellor, Student and Community Affairs - student
record. (Exempted are subpoenas received directly by the
Custodian of Medical Records, Student Health Service. For
these records, the Custodian will forward an information
copy of the subpoena to the Vice Chancellor, Student and
Community Affairs, and proceed to comply with the subpoena
in accordance with Policy 7040.)
2. The Vice Chancellor or Associate Vice Chancellor, Academic
Affairs - academic Personnel records.
3. Assistant Vice Chancellor, Staff Personnel - staff
personnel records.
4. The Vice Chancellor or the Assistant Chancellor,
University Relations, may accept subpoenas in the absence
of the above listed officials.
B. Offices of Record:
The official offices of record, for the purposes of releasing
records are:
1. Undergraduate student records
Registrar - for academic records (including Summer
Sessions)
Student Health Service - for medical records
Counseling Center - for counseling and other psychological
records
Placement Center - for records regarding qualifications
for employment on and off campus
Student Financial Services - for financial aid award
records
Student Services - for all other records, including
disciplinary action
2. Graduate student records - Registrar and/or Graduate
Division
3. University Extension students - Director, University
Extension
4. Academic personnel - Office of The Vice Chancellor,
Academic Affairs
5. Staff personnel - Staff Personnel Office.
C. Compliance:
Such subpoena must comply with the provisions of Code of
Civil Procedures 1985, requiring that subpoena duces
tecum be served with a copy of an affidavit showing good
cause for the production of matters and things described
in the subpoena, specifying the exact documents to be
produced, setting forth in full detail the materiality of
such documents to the issues involved in the case, and
stating that the witness has the desired documents in
his/her possession or under his/her control.
Please direct questions about these policies to Meta.Clow@vcadmin.ucsb.edu. For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
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Last Modified By: EBH, 7/09/98