RECORDS AND REGISTRATION

Student Records Policy at USF

Student Access to Information

The University of South Florida [USF] complies with the Family Educational Rights and Privacy Act of 1974 [FERPA] and its amendments and Sections 1002.225 and 1006.52, Florida Statutes.

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 an insurance company; a degree verification to a prospective employer; a name listed in the USF Directory, or Commencement and Honors programs; or a name, address, or telephone number being made available to the public for marketing purposes.

What is Student Directory Information?

Directory 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; 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. 

How should privacy requests be submitted?

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 two business days of submission and will remain in effect until 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?

USF publishes an internal, password-protected Student Contact List online that contains the following items: Name, USF e-mail address, institutional affiliations (major, work-study location), college, campus, campus phone and campus mailstop. This online Contact List is available to any member of the University community with an active Net ID. 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 USF Health Office of the Registrar is the following:

· The Health Registrar typically requires student authorization before releasing enrollment or graduation information to outside parties.

· Regardless of a student’s privacy status on the main campus, the Health Registrar will not provide 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

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. 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 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. In the case of a name change, MCOM also will supply a replacement upon written request and receipt of the original copy, completed legal name change form, and the $10 fee.