Student Academic Records Policy

Medical Students (M.D.)

Policy ID Number: N/A
Policy Title: College of Medicine Student Academic Records Policy
Classification: University
Approval Authority: EDAS Council
Responsible Entity: College of Medicine
Policy Owner: Office of Student Affairs


I. Policy Statement

11.5 Confidentiality of Student Educational Records
At a medical school, medical student educational records are confidential and available only to those members of the faculty and administration with a need to know, unless released by the student or as otherwise governed by laws concerning confidentiality.

11.6 Student Access to Educational Records
A medical school has policies and procedures in place that permit a medical student to review and to challenge his or her educational records, including the Medical Student Performance Evaluation, if he or she considers the information contained therein to be inaccurate, misleading, or inappropriate.

The purpose of this policy is to define the official Academic Record for College of Medicine students and the guidelines related to use, access and release of student education records in accordance with the recommendations of the Family Educational Rights and Privacy Act (FERPA) and the requirements of the Association of American Medical Colleges (AAMC) and the Liaison Committee on Medical Education (LCME).

II. Scope

The policy regarding the confidentiality and maintenance of student academic records is based upon practices required/recommended by FERPA and the AAMC. The College of Medicine and the Office of Enrollment Management together ensure the confidentiality of student academic records. The College of Medicine is the responsible entity entrusted to maintain student academic records for the purpose of monitoring the progress of students and assisting them in the completion of academic and professionalism requirements. The Office of Enrollment Management is responsible for maintenance of all official academic records of MUSC students.

III. Approval Authority

The EDAS Council is the governing committee responsible for approving policies for Student Affairs and policies which require consideration or reconciling of university, state or national policies, standards and laws.

IV. Who Should Be Knowledgeable about This Policy

College of Medicine students, faculty and staff
All MUSC enterprise employees and other covered individuals (e.g., affiliates, vendors, independent contractors, etc.) in their accessing and handling of student records, data or information in any form (paper, digital text, image, audio, video, etc.) during the course of conducting University business (administrative, financial, teaching, research or service).

V. The Policy

The College of Medicine maintains student academic records for the purpose of admissions, monitoring the progress of students through the curriculum, counseling students and assisting them in the completion of their academic progress, certifying attendance for licensing purposes and for formulating the Medical Student Performance Evaluation (MSPE) for students as they apply for internships and residency positions.

Contents of the Academic Record
Student academic records include but are not limited to the following:
Admissions documentation, academic evaluations, transcripts, test scores and other academic records; general counseling and advising records; accommodation decisions; leave of absence documentation; progress committee letters, findings and disciplinary records.

Student academic records do not include the following:
Campus police records, employment records, instructional records created and independently retained by an individual for the sole purpose of their instructional activities; student health records (which are maintained in a separate electronic health record system at MUSC Student Health or with the student’s health care provider’s.)

Students have the right to access their academic record with the following exceptions:
Confidential letters and statements of recommendation (i.e., admissions application), records that the student has waived the right to inspect, financial records of parents, records of instructional, supervisory, and administrative personnel which are in the sole possession of the maker and which are not accessible or revealed to any other person except a regular replacement for that record holder (an example would be a professor's grade book); law enforcement records which are kept separate from educational records, maintained only for law enforcement purposes, and available only to law enforcement officials of the same jurisdiction, and privileged records of health care providers, and other professionals concerned with the treatment of a student and available only to other professionals providing treatment.

Confidentiality of the Academic Record
Documentation contained in a student academic record is confidential. A separate file is maintained for each student record during their enrollment, and files are securely locked in the College of Medicine Dean’s office. Access is granted only to individuals who have a legitimate educational need to access the records.

The transfer of academic information within the institution is for legitimate educational purposes only. The dean, senior associate deans, and associate/assistant deans shall have access to students' records as required to perform their professional responsibilities, including the Medical Student Performance Evaluation (MSPE). College of Medicine administrative staff shall have access to student records as their professional responsibilities require. In addition, faculty and/or other university administrators or administrative personnel requesting access to a student's educational record must present a legitimate educational reason to instruct, advise, or otherwise assist the student, to the associate Dean of Admissions and/or Student Affairs. Such assistance must involve the University in its primary educational and scholarly functions and/or secondary administrative functions of disbursing funds, keeping records, or recognizing student educational achievements. Upon approval from the respective associate dean, the requested portion of the student record will be released within 45 days after the request is received.

The student will be notified of the transfer of any information within the student file to persons or institutions other than the College of Medicine and Medical University of South Carolina. Such information may be transferred only:

  • By reason of a valid subpoena or judicial order of a court;
  • For federal or state educational agencies, providing the agency requests the information in writing and specifies the purpose for acquiring the information;
  • To organizations responsible for the accreditation of MUSC College of Medicine or the University as a whole;
  • Upon written request of the student to persons he or she designates (e.g., educational institutions, hospitals, and licensing boards, etc.)

Letters of evaluation, academic standing, or transcripts of medical students, based upon information in the student file, will be prepared by the senior associate dean for medical education or the associate/assistant dean for student affairs upon the receipt of a written request from the student identifying the persons, institutions, hospitals, or licensing boards to which the letters (or transcripts) are to be sent.

FERPA and South Carolina state identity laws are followed in cases of a breach of student information.

The student’s academic record is associated with the name used for admission to the College of Medicine, unless the student formally changes their name with the Office of Enrollment Management. Name changes will not be processed in the student information system once a student has officially graduated from the college.

Student Access to the Academic Record
College of Medicine students will be granted access to review their academic records within a reasonable amount of time, not to exceed 45 days of their written request to the associate Dean for Student Affairs. The academic record shall be examined, under observation of College of Medicine Dean’s Office designated personnel, and shall not be altered, destroyed, or removed from the office.


Student Challenge of the Academic Record
If a student believes that their student academic record is incorrect, the student may provide a written request to the associate dean for student affairs to have the relevant portions of the record reviewed and edited accordingly. The associate dean for student affairs will render a decision within 15 days of the request. If approved, appropriate corrections to the record will be made. If this request is denied by the associate dean for student affairs, the student may appeal the decision to the senior associate dean for medical education who will render a decision within 15 days of the notification for appeal. If the appeal is denied and the student’s academic record is affirmed, the student may provide a statement of disagreement to be placed permanently in their official record in the Office of Enrollment Management.

VI. Communication Plan

 

VII. Review Cycle

This policy is reviewed and updated at least every three years.

VIII. Approval History

List original approval date and subsequent review dates

Approval Authority Date Approved
EDAS Council 2012
EDAS Council October 16, 2019

IX. Approval Signature

Donna Kern, MD October 16, 2019
Title: Senior Associate Dean for Medical Education