University of California Electronic Information Resources: User Agreement for the UCOP



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Individuals who use University of California electronic information resources must sign an agreement as a condition of access to those resources indicating that they have read and understand the statements in this document and that they agree to comply with applicable policies and laws governing the use of electronic information resources and the protection of data privacy.

Download the NDA
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Critical Concepts


The University may provide employees, independent consultants/contractors, and other individuals access to electronic information resources including:

in order to fulfill their responsibilities to the University of California. The University reserves the right to restrict or rescind access to these resources at its discretion. 

Individuals are required, as a condition of being granted use of and access to University electronic information resources:

Use of UCOP Electronic Information Resources 

Users are expected to abide by all applicable policies and laws when using University electronic information resources. Users are held accountable for misuse and are disciplined in accordance with applicable University human resources policies. Examples of misuse include but are not limited to the activities in the following list: 

Access to Electronic Communications Records 

The University of California Electronic Communications Policy (ECP) governs access to electronic communications records. 

Monitoring of Content 

As a general policy matter, the University does not monitor the content of electronic communications without the user’s consent. However, users should be aware that access to and inspection of electronic communications (including e-mail) may be granted or required under certain conditions as set forth in the ECP (for example, where there is reason to believe a law has been violated, or when there is a critical time-sensitive operational need). The ECP’s procedures for nonconsensual access will be followed where necessary. Users should also be aware that access to, inspection of, and preservation of relevant electronic communications (including e-mail) is required by federal law when the University reasonably anticipates that a lawsuit may be filed against it or is engaged in legal action. 

Unplanned Absences or Separation 

Users are advised that in the case of an unplanned, extended absence, the University may find it necessary to access an individual’s electronic communications in order to ensure business continuity. Such access will be conducted with the least perusal of contents possible, per the ECP. The individual will be informed of the access upon return to work. After an individual separates from the University, the University may access electronic communications records for business purposes and may destroy electronic files, including e-mail. 

Protection of Personal or Confidential Information 

Access to University information, including data records, is authorized for University employees or other users when necessary for them to perform assigned duties. Such use must be in accordance with assigned duties. The University electronic information resources, including corporate systems, to which users are provided access may contain information or data records pertaining to members of the University of California that are defined as personal or confidential under University policy and the State of California Information Practices Act of 1977 (IPA). The IPA applies to virtually all University records containing personal or confidential information and is intended to protect the privacy of individuals about whom records are maintained. Personal information about students is protected pursuant to the federal regulations implementing the Family Education Rights and Privacy Act of 1974 (FERPA), and the 

University of California Policies Applying to Disclosure of Information from Student Records. These policies preclude the intercampus exchange of confidential student data except in limited circumstances. 

Individuals provided access to confidential or other sensitive information must take measures to safeguard it from unauthorized access, release, or disclosure. Examples of frequently used personal data elements that must be protected include gender, ethnicity, home address and telephone number, date of birth, income tax withholding data, citizenship, Social Security number, and personal health information. Some examples of confidential business information that must be protected include performance evaluations, peer reviews, negotiation details, and risk management information. 

Relevant University Policies