Medical Student Records: Student Access


Policy 919.00


Policy Statement


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

In accordance with the University’s FERPA Rights Disclosure Policy, students have the right to inspect and review their records, and to request an amendment of their education records, including the Medical Student Performance Evaluation (MSPE), if the student considers the information contained therein to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

Policy Elaboration


By default, students have view-only access to most of the contents in their record. Exceptions are limited to the student’s AMCAS application and Medical College Admission Test scores; advising, Assistant/Associate Dean for Students, and Director of Academic Achievement meeting notes; and, Committee on Advancement- and Committee on Fitness-related documentation.
If a student wishes to review or challenge their educational records, written request for access to the record(s) should be submitted to the school official with control over the specific student education record they would like to inspect and review. If the student is unsure, requests may be addressed to the Larner College of Medicine Registrar. If the records are not created by the school official to whom the request is submitted, that official shall advise the student of the correct school official to whom the request should be addressed.

The written request must contain sufficient detail to identify the record(s), as well as the identity of the person(s) who may be provided access, if other than the student. The school official with control over the requested records will make arrangements for access and notify the student of the time and place where the records may be inspected in the presence of the official or their designee. Students have the legal right to inspect and review their education records within 45 days of the date the school official receives a written request for access. Typically, an appointment for inspection will be arranged within 10 business days, often within a week, of receipt of the written request.

Medical students may write the LCOM official responsible for the record to ask that it be amended. They should clearly identify the part of the record they want changed and specify why it is inaccurate, misleading, or otherwise in violation of their privacy rights under FERPA. If the College decides not to amend the record as requested by the student, the College will notify the student in writing of the decision and advise the student of their right to a hearing regarding the request for amendment.

Grades and Narrative Assessments

Please refer to Medical Student Handbook Policy 540.60 Grades Appeals and Narrative Assessment Appeals for detailed information regarding challenging these specific types of records.

Medical Student Performance Evaluation (MSPE)

The MSPE is created in an online system. Only the deans who are responsible for completing the MSPEs and the Residency Application Coordinator are authorized to make changes to information in the document. Annually, when the graduating class is notified to complete a final review of their MSPE in the online system, the students may notify the Residency Application Coordinator of any factual errors to be corrected, grammar or spelling mistakes, and/or wording that does not seem clear. If students have wish to challenge the narrative content, they should notify their letter writer to discuss their concerns. Changes happen on an ongoing basis; however, note that the online system closes at least one week before the MSPE release date on October 1 so that the documents can be finalized and uploaded to ERAS.

Applicability of the Policy


All Students

Related Larner College of Medicine Policies


Related University of Vermont Policies


2.15.9 FERPA Rights Disclosure

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


11.6 Student Access to Educational Records

History


04/21/2020 Policy Adopted/Affirmed [Medical Curriculum Committee]

Policy Oversight


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

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