Records and Confidentiality

Policy

In accordance with LCME element 11.5 and 11.5 listed below, policies are in place for protection of student educational records and are in alignment with the Family Education Rights and Privacy Act of 1974 (FERPA) guidelines.

"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."

"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."

Under the Family Education Rights and Privacy Act of 1974 (FERPA), students may have access to all items of their file except for those items to which they waive their rights.

Others who have access to a student's file are the following:

  • Student Promotions Committee
  • Honor Code Council
  • Deans’ Council
  • Student Appeals Committee
  • Dean of Medicine
  • Dispute Resolution Council
  • Any ad Hoc committee convened by the Dean of Medicine
  • Faculty advisor/mentor
  • Clerkship and course directors
  • Anyone with written consent of the student
  • State or federal officials with a subpoena

Students will be notified of a subpoena of their file. Generally, each file contains the following:

  • A copy of their American Medical College Admission Service (AMCAS) application
  • Undergraduate transcript(s)
  • School transcript
  • Written evaluations from instructors, including Year 3 clerkship and Year 4 electives
  • Letters of recommendation
  • Lists of activities while in the School
  • Letters specifying actions from the Student Promotions Committee and Honor Code Council, Deans’ Council, and/or Student Appeals Committee
  • Medical Student Performance Evaluation (Dean's letter)

Students are permitted to review and update their files, especially during their clinical years. No materials may be removed from the files, and the files are to be examined in the presence of a member of the Office of Student Affairs and Admissions.

Students should review and update the list of activities in their files each year. Student activities, in addition to academic performance, frequently influence opportunities for awards and the content of recommendation letters.

Students, who believe a grade, comment, or item in their record is inaccurate, should refer to Academics: Grading System, Appeal of a Course Grade and/or Written Evaluation. Students, who are not satisfied with the outcome of such discussions, may place a rebuttal letter in their file.

The Family Educational Rights and Privacy Act of 1974 (FERPA)

The Family Educational Rights and Privacy Act of 1974 (FERPA) is the federal law that governs the release of and access to student educational records. Institutions provide “directory information” in accordance with FERPA provisions. In addition to WSU directory information, WSU-BSOM includes photos taken at convocation and letter of good standing as directory information. To opt out and prevent release of WSU directory information complete this form, and to opt out of photo use contact the Office of Student Affairs.

Last edited on 08/15/2018.