Student Records Policy at USF
Student Access to Information
Pursuant to the provisions of The University of South Florida [USF] complies with the Family Educational Rights and Privacy Act (“FERPA”, 20 USC Par. 1232g), 34 CRF Par. 99.1 et seq.of 1974 [FERPA] and its amendments and Sections 1002.225 and 1006.52, Florida Statutes Sub. Par, 228.093 and 240.237 and USF Rule 6C4- 2.0021, Florida Administrative Code, students have the right to:
- · Inspect and review their education records.
- · Privacy in their education records.
- · Challenge the accuracy of their education records.
- · Report violations of FERPA to the FERPA Office, Department of Education, 400 Madison Avenue, SW, Washington, D.C. 20202 and/or bring actions in Florida Circuit Court for violations of Rule 6C4-2.001, Florida Administrative Code.
Copies of the University’s student records policy, USF Rule 6C4-2.0021, may be obtained from:
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University Registrar
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or
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USF Agency Clerk
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SVC 1034
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Office of General Counsel/ADM
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4202 Fowler Avenue
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Tampa, FL 33620
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4202 Fowler Avenue
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Tampa, FL 33620
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FERPA affords eligible students certain rights with respect to their education records. An eligible student under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution.
As an eligible student, your rights include:
The right to inspect and review your education records within 45 days of USF receiving a request from you. Submit to the Office of the Registrar a written request that identifies the record(s) you wish to inspect. The University Registrar or designee will arrange for access and notify you of the time and place where you may inspect the records.
The intent of USF to limit the disclosure of information contained in your education records to the following circumstances: With your prior written consent; or as an item of directory information which you have not refused to permit USF to disclose; or, under the FERPA and Florida Statutes, provisions which allow the USF to disclose information without your prior written consent.
See Regulation USF2.0021- Student Records for a full list of disclosures that USF may make without your consent.
The right to request the amendment of your education records that you believe inaccurate, misleading or otherwise in violation of your privacy rights under FERPA. To ask USF to amend a record, you must write the University Registrar, clearly identify the part of the record you want changed and specify why it should be changed. If USF decides not to amend the record as requested, USF will notify you in writing of the decision and your right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to you when notified of the right to a hearing.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by USF to comply with the requirements of FERPA. The office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5920
1-800-USA-LEARN (1-800-872-5327)
Who else has access to the student file? Where are these records located? (Came up at our LCME visit)
Student Confidentiality
The MCOM Office of Student Affairs adheres to strict policies regarding the release of student information. Students are asked not to release class lists, addresses or phone numbers to individuals outside of MCOM.
Release of Student Information
Students may visit http://www.usf.edu/registrar/resources/privacy.aspx to view and control the level of disclosure permitted relative to Student Directory Information.
The Family Educational Rights and Privacy Act (FERPA) gives students the right to refuse to permit USF to publish or disclose items of Directory Information pertaining to them.
What is disclosure?
Permission to release, or communicate personally identifiable information. Common disclosures include: An enrollment verification to
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an insurance company; a degree verification to a prospective employer;
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a name listed in the USF Directory, or Commencement and Honors programs; or
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a name, address, or telephone number being made available to the public for marketing purposes.
What is Student Directory Information?
Directory
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information has been designated by USF to include the following information, which would not be generally considered harmful to the student, or an invasion of privacy, if disclosed: student's name; classification and major field of study; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance, enrollment status, and degrees and awards received or a lack thereof
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; and photographic image independent of any additional personal identifiers.
What information is not considered directory information?
Student ID number, Social Security Number, date of birth, citizenship, gender, grades, GPA, email, and other similar items not specifically listed as Directory Information are not disclosed to "non-university officials" without prior written consent of the student.
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How should privacy requests be submitted?
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Students have the right to withhold directory information by managing the privacy of their student record information through Archivum.
How long does my request last?
Privacy requests will become effective within
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two business days of submission and will remain in effect until
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further updated in privacy through Archivum. You may continue to request privacy throughout the year, but USF assumes no responsibility for disclosures made prior to receipt of your request.
What about inside USF?
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USF publishes an internal, password-protected
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Student Contact List online that contains the following items: Name, USF
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e-mail address, institutional affiliations (major, work-study location), college, campus, campus phone and campus
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mailstop. This online
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Contact List is available to any member of the
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University community with an active Net ID.
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Students may request to be excluded from this published Contact List as well as any Directory Information by visiting the link above.
The USF Health Office of the Registrar is subject to and abides by the Privacy Policy of the USF main campus Office of the Registrar.
In addition to these policies, the practice of the MCOM Registrar’s Office USF Health Office of the Registrar is the following:
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· The
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Health Registrar typically requires
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student authorization before releasing enrollment or graduation information to outside parties.
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· Regardless of
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a student’s privacy status on the main campus, the
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Health Registrar will not provide
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student contact information to anyone outside of the USF Campus unless the release of information is mandated by law, such as requests from the United States Armed Services or court order.
Enrollment in Other Programs
Other than enrollment in a dual degree program, no No student may be concurrently enrolled in any other school of the University of South Florida or in any other institution of learning without the prior approval of the Associate Dean for Student Affairs of MCOM. Dual degree programs facilitated by MCOM (e.g., MD/PhD, MD/MPH, MD/MBA) are an exception, and require careful planning and execution in concert with the Associate Deans for Student Affairs and Undergraduate Medical Education of MCOM. Enrollment in dual degree programs is permitted with approval of the committee overseeing each program involved. Maintenance in that program related to academic performance may be reviewed as appropriate by the APRC.
The Associate Dean for Student Affairs will notify the USF Health Office of the Registrar for MCOM of any approval for a student enrolled in any other school of the University of South Florida or in any other institution of learning.
Damaged/Duplicate Diplomas
MCOM does not provide copies of diplomas. Under circumstances where a diploma has been lost, stolen or damaged, MCOM will supply a replacement diploma for a $10 fee [Florida Statute Sec. 1009.24(12) (r)] to cover costs of production and mailing after receiving a written, signed, notarized letter stating the reason for the request (faxing to 813-974-4619 is acceptable). In the case of a name change, MCOM also will supply a replacement copy upon written request and receipt of the original copy, completed legal name change form, and the $10 fee.
Transfer Policies
SELECT Program
No admission with advanced standing into the SELECT program will be permitted.
Core Program
A student may seek a transfer to the MCOM Core program from a United States or Canadian medical school accredited by the Liaison Committee for Medical Education (LCME). The student must first contact the Office of MD Admissions to initiate the process. The application will be considered by a committee consisting of the Associate Dean for Student Affairs, the Associate Dean for Educational Affairs-Lehigh Valley, and the Associate Dean for Undergraduate Medical Education. After an initial review, the three committee members will make a recommendation to the Vice Dean for Educational Affairs (or the Dean of the Morsani College of Medicine), who will make the final determination.
A person may be admitted to MCOM with advanced standing only if all of the following criteria are met:
a. A vacancy in MCOM exists for the admission of a student to advanced standing status.
b. The student is between Year 2 and Year 3 and has passed the USMLE Step 1 Exam. (Year 3 begins in late May for MCOM.)
c. The student has an unusual circumstance or hardship that justifies the transfer.
d. Previous education is judged adequate in quantity, quality, and time frame to have been competitive for admission as a first-year student at MCOM, and prior professional education is adequate to permit entry to MCOM as a third-year MD student.
Transfer from SELECT to Core
A student in good academic standing may request a transfer from the SELECT program to the Core program. The application will be considered by a committee consisting of the Associate Dean for Student Affairs, the Associate Dean for Educational Affairs-Lehigh Valley, and the Associate Dean for Undergraduate Medical Education. After an initial review, the three committee members will make a recommendation to the Vice Dean for Educational Affairs (or the MCOM Dean), who will make the final determination. The transfer will be considered only if all of the following criteria are met:
a. A vacancy in the MCOM Core program exists for the admission of a student to advanced standing status.
b. The student has successfully completed all elements of the MCOM pre-clerkship curriculum as of the time of the request and has not yet begun the year 3 curriculum.
c. The student is in good academic standing at MCOM.
d. The student has an unusual circumstances or hardship that justifies the transfer. Financial hardship will not be considered as students enter the SELECT program with an understanding of its costs.