CalNet Identity Data Privacy and Visibility Matrix

Berkeley respects individual privacy and abides by UC policy and state and federal laws that protect individual privacy. More information on campus IT policy is available on the IT Policy website.

The Campus Directory contains person information from Student Information Systems, UCPath (Human Resources system), Alumni systems, Sponsored Guest system and the public-facing campus directory (directory.berkeley.edu). The table below details the release policy for information contained in the CalNet directory.

• Some information is added to the Campus Directory via the campus directory update tool. This information is then publicly available via the campus directory;
• Some information is always available to campus applications and departments via secure data sharing processes. This data is not available to off-campus entities;
• Some information is always private and is not released to campus applications or departments without approval from campus data owners (Office of the Registrar for student data and the Office of Human Resources for employee and affiliate data).

Employees: Information about who works for the University is considered public information. Although employees can choose not to include their personal data in the public-facing campus directory, this data is still available to campus applications and departments via the Campus Directory. Many units and departments require employees to have their directory information available in the authenticated directory.

Students: Students may choose not to include their name in the public-facing campus directory, but this data is still available in the Campus Directory and to campus applications and departments. Students can request to make their records confidential via the Registrar's office. This affects not only data sent to campus departments and the public-facing campus directory listing, but all their school records as well. The Registrar requires a strong reason before they will grant confidential status. The Registrar's website has contact info for students at: https://registrar.berkeley.edu/?PageID=FAQS.html

The table below provides a mapping of campus data elements to their source systems, access permissions, and public visibility status. It outlines the governing CalNet release policies for each attribute. Use the table to see which parts of your campus profile—such as your name, email, and department—are visible in the Campus Directory. You can also see where this data originates and who has permission to view it.

Table displays data fields, release policy, and source.

Data	Available For:	Added to Campus Directory By:	CalNet Release Policy	Displays in Campus Directory?
Name (first middle last)	All campus members	Student and HR systems	Public	Yes - may be restricted by user
Pronouns	All campus members	Student and HR systems	Private: release requires approval of the Registrar or HR	Yes - may be restricted by user
Department	Employees only	HR system	Public	Yes - for employees only
General Affiliation with Campus	All campus members	Derived from Student, HR, and Alumni systems	Public. Includes whether an individual is an employee or faculty; is a student and is registered or not; is an affiliate including volunteers, retirees, and alumni	No
Official campus email	All campus members	Student and HR systems	Private: release requires approval of the Registrar or HR	No
Email address (provided by user)	All campus members	Employee, student, affiliate, guest	Public	Students - no; Employees and affiliates - yes, and can edit. May be restricted by user.
Title	Employees only	Employee	Public	Employees - yes, if added by user.
Department Name	Employees only	Employee	Public	Employees - yes, if added by user.
Address (provided by user)	Employees only	Employee	Public	Employees - yes, if added by user.
Mail/Postal code (provided by user)	Employees only	Employee	Public	Employees - yes, if added by user.
Telephone/cell/fax (provided by user)	Employees only	Employee	Public	Employees - yes, if added by user.
Website	All campus members	Employee or student	Public	Employees - yes, if added by user.
LDAP UID	All campus members	CalNet	Private	No
CalNet ID	All campus members	Employee, student, affiliate, guest	Released to campus departments and members of affiliated institutions without approval. Release to off-campus entities requires approval of the Registrar or HR	No
Student ID	Students	Student Systems	Private: release requires approval of the Registrar	No
UCPath ID	Employees and Affiliates	HR systems	Private: release requires HR approval	No