Just Between Us: A Few Words About Student Privacy

We understand that parents, spouses, or other relatives may assume financial responsibility for your registration fees, AR/C invoices, or other school obligations.  Nevertheless we view your student accounts as your private business, even if someone else is making payments for you.  Unfriendly divorces, family feuds, and other cases have made us very cautious about releasing data, even if it is considered "public information."  As a rule, without your written authorization, we will decline to discuss your records with anybody but you.

Furthermore, we are aware that State and Federal laws, enacted to protect your privacy and prevent identity theft, prohibit us from disclosing personal information, including the amounts and types of bills you owe.  We realize it can be very frustrating when someone is trying to help you, but doesn't know how much to pay.  We know it can be even more upsetting to miss a deadline, or get a late charge, because another person sent the wrong amount on your behalf.

Here are some steps you can take to avoid such unpleasant situations:

• Keep your personal data current.  
  Activate your UCINetID and check your UCI email account for important notices and reminders about your student accounts.  Use Student Access to update your address so you will receive any paper bills or notices that may be mailed.  If you do not want your address to be "public information," contact the Office of the Registrar for instructions.  Note, however, that restricting the disclosure of your address will not prevent bills from being issued to you.
• Check your student accounts often.
  Log on to QuickSearch and ZOTAccount Online regularly so you will know how much you owe and when payments are due.  Be sure to review your accounts before you order transcripts, pick up checks, pay quarterly registration fees, or need some other access to your student records. 
• Communicate with those who need to know.
  If you expect someone else to pay your debts, then share your bills with that person in a timely manner.  Using QuickSearch, you may send account information to your UCI email address; then you may forward the message to anyone you wish.  ZOTAccount Online allows you to email ZOTBills directly to any valid address you designate.
• Authorize the release of financial information to other payers.
  If you wish to allow your financial information to be discussed with other individuals (parents, spouse, etc.), you must print, complete, sign, and personally deliver a hard copy Authorization to Release Financial Information to Campus Billing Services.  Please be prepared to show current picture identification (UCI student ID card, passport, or driver's license).
• Authorize other payers to make electronic payments to your student accounts.
  Sign up to use UCI's secure, web-based Electronic Payment Center, using the instructions provided.  At the end of the registration process, you have the option to invite other payers to make payments on your account.  Using the Activation ID from the your email invitation and your UCI Student ID number, designated other payers can sign up and create their own personal log on IDs and passwords for making payments to your account.  Ask other payers to visit the ZOTAccount Online main page to log on, and to follow the tutorial for "Other Payers" as needed.
• Follow up with other payers.
  Check your student accounts to confirm that payments have been applied as expected, and that you have no returned checks on record.  Let the relevant other payers know if you got a late charge, still have outstanding balances, or anticipate getting a new bill for goods or services you received recently.

Remember:  authorizing other payers to obtain financial information, or to make electronic payments on your behalf, does not relieve you of the responsibility of paying charges and fees when due.