Sunday, July 06, 2008 :: 03:40

Office of Student Services

Student Records

Student Records Procedure

The University of New Mexico School of Medicine Student Records procedure is based on the Family Educational Rights and Privacy Act of 1974 (FERPA) also known as the Buckley Amendment. The primary rights afforded the student are: the right to inspect and review the educational records, the right to seek to have the records supplemented, and the right to have some control over the disclosure of information from the records. The official University of New Mexico Student Records Policy is printed in The University of New Mexico Pathfinder 2005-2006 Student Handbook.

1.0 TYPES OF RECORDS AND RETENTION

The types of records that are maintained on medical students include, but are not limited to:

I. Admissions File

Contents of the admission file may include the following:

  1. the application forms completed by the student at the time of application to medical school
  2. interview impressions
  3. letters of recommendation
  4. other documents which pertain to the student’s application

The appropriate records will be retained indefinitely.

II. Academic Files

Contents of the academic file may include the following:

  1. Honor Code signed by the student
  2. transcript of grades
  3. academic evaluations
  4. letters/memos to student from School of Medicine committees or administrative officials
  5. letters/memos from student to School of Medicine committees or administrative officials
  6. letters of recommendation from faculty, outside individuals, or organizations
  7. USMLE scores
  8. Phase grade point averages and class standing
  9. Medical Student Performance Evaluation [MSPE]. Formerly known as the Dean’s Letter
  10. biographical data form
  11. other documents which pertain to the educational record of the student

The appropriate records will be retained indefinitely.

III. Financial Aid File

This file may contain all application forms completed by the student, required supporting documents, documentation regarding special circumstances and allowance adjustments and other documents which pertain to the student’s financial aid status. These records will be retained for three (3) years after graduation or last date of attendance.

IV. Other Educational Records

Educational records on students relating to performance in specific components of the curriculum may also be maintained in the following offices:

  1. Assessment Office
  2. Preceptorship Office
  3. Block Chairperson’s Office
  4. Office of Undergraduate Medical Education
  5. Departmental Offices

2.0 ACCESS TO STUDENT RECORDS

No one inside or outside the institution shall have access to, nor will the contents of the students educational files be disclosed without written permission of the student except as provided by the FERPA regulations. Access will also be granted to individual members of the faculty with whom the student has given permission to in writing on a form kept in each student’s file. Exceptions to the Act and regulations include, but are not limited to the following:

  1. personnel within the institution determined by the institution to have a legitimate education or research interest;
  2. officials of other institutions in which the student seeks to enroll or is enrolled;
  3. persons or organizations providing student financial aid;
  4. accrediting agencies carrying out their accreditation function;
  5. persons in compliance with judicial orders;
  6. and persons in an emergency, when necessary to protect the health or safety of students or other persons.

Requests for exception must be made in writing to the Associate Dean of Student Services.

2.1 MEDICAL SCHOOL ADMISSION FILE

Personal notes written by the Associate Dean of Admissions for the purpose of documenting advisement or counseling encounters with students may be placed in this file. Personal notes will be removed before the file is reviewed by the student, and other University faculty or staff with educational interests.

2.2 THE MEDICAL SCHOOL ACADEMIC RECORD

With respect to these files, the exceptions listed in paragraph 2.0 include, but are not limited to:

  1. Dean of the School of Medicine and Associate Deans
  2. Committee on Student Promotions and Evaluations I and II, and Education Council;
  3. members of a duly appointed ad hoc committee assigned to review a student’s performance and/or adherence to the ethical and professional standards of the medical professions as outlined in the Medical Student Code of Conduct;
  4. staff of the SOM Office of Admissions and Student Services;
  5. faculty and student members of registered honor societies for the purpose of determining eligibility for membership.

3.0 STUDENT REVIEW OF ACADEMIC RECORDS

The student may review the contents of his/her academic file in the SOM Office of Admissions and Student Services during normal working hours. Other academic records pertaining to the student may be reviewed in the offices where they are maintained.

4.0 PROCEDURE TO CHALLENGE INFORMATION IN STUDENT RECORDS

If a student believes any information in the files inaccurate or misleading, he/she should consult with the person who provided the information (e.g., block chair, clerkship director). If the matter remains unresolved, the student should contact the chairperson of the appropriate Committee on Student Promotions and Evaluations. The student may also insert a statement in the record explaining his/her point of view on an evaluation. For a grade/evaluation challenge the Academic Grievance Procedure should be followed.

Approved by Dean of the School of Medicine 02/02/97
Approved by Education Council 03/25/97