Medical Student Records: Confidentiality


Policy 918.00


Policy Statement


The Office of Medical Education at the Larner College of Medicine (LCOM) maintains electronic education records for medical students in its Online Access to Student Information and Scheduling system (OASIS).

Student educational records are disclosed only upon receipt of prior written consent provided by the student, except to the extent that the Family Educational Rights and Privacy Act of 1974 (FERPA) authorizes disclosure without consent.

Policy Elaboration


Common exceptions to written consent are noted in the FERPA, and the University’s FERPA Rights Disclosure Policy. Included is disclosure of information to a school official, within or otherwise acting on behalf of the institution, with a legitimate educational interest, as defined by FERPA.

Access to medical student education records in OASIS is provisioned by the LCOM Registrar’s Office who assigns defined user roles which have been vetted to conservatively restrict disclosure of personally identifiable information only to members of the faculty and administration with a need to know. 

Directory Information Exclusion Requests

Students who wish to prevent disclosure of directory information, except to school officials with legitimate educational interests and certain others as specified in the regulations, must make a formal request with the University Registrar’s Office. Once filed, this request becomes a permanent part of the student’s record until the student instructs the University to remove the request. Requests may be made in person or by using the confidentiality form accessible through their myUVM account. It is important to know that choosing to request FERPA exclusion means that the student will not be listed in the directory and the University cannot confirm their student status. For more information, please contact the UVM Registrar’s Office at 656-2045.

Procedures


If a position requires an employee to access OASIS, the Larner College of Medicine's electronic student record system, they must complete the New User Request form available through the OASIS portal.

The user must complete an online form, identify their supervisor, and attest to their familiarity with the following UVM policies:

Submission of the form notifies the LCOM Registrar and the individual’s supervisor. The supervisor documents that the requested access is required for the employee to fulfill their professional responsibilities to the institution, and acknowledges that the supervisor will notify the LCOM Registrar’s Office if at any time the individual’s position changes or is terminated so that their user account may be appropriately modified.

The LCOM Registrar’s Office periodically (at least annually) surveys all OASIS users to ensure that provisioned access remains current.

Applicability of the Policy


All Medical Students and Larner College of Medicine Faculty and Staff

Related Larner College of Medicine Policies


919.00 Medical Student Records: Student Access

Related University of Vermont Policies


Related Liaison Committee on Medical Education (LCME) Standard(s)


11.5 Confidentiality of Student Educational Records

History


  • 04/21/2020 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 06/16/2020 Policy Revised [Medical Curriculum Committee]

Policy Oversight


Associate/Assistant Dean for Students (Larner College of Medicine Registrar)

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