Medical Student Handbook

Privacy & Access to Academic Records

Table of Contents Handbook Homepage POLICIES & GUIDELINES - Privacy & Access to Academic Records - Disabilities Technical Standards Policy - Assistance for Individual w/Disabilities - ADA Ombudsperson - Mistreatment of Medical Students - Sexual Harassment - Assessment Data - Religious Observance - The U.S. Medical Licensing Examination - Alcohol Use On School of Medicine Property - Impairment Due to Substance Abuse - Self Disclosure in the Course of Learning - Confidentiality - Teaching Exercises with Student Subjects - Video Equipment Use - Regulatory, Health and Other Requirements --- Infection Control --- In-Service Education Competency Exam --- Certification in Use of Clinical Information System --- Medical Student CPR Certification --- University Health Requirements MD Student Responsibility, Conduct, & Academic Policies ACADEMIC ISSUES - Verification of Eligibility for Matriculation - Verification of Academic Credentials - Completion of Required Experiences - Remedial Work - Completion of Academic Deficiencies - Grading Policy up to Class of 2002 - Double Helix Grading Policy - Student Assessment Guide --- Comprehensive Assessments - MD with Distinction - AOA and Dean's Letter Rankings - In-Depth Experience - Plagiarism - Absences from Classes & Academic Responsibilities - Policy on Time Away From Clerkships - Class Attendance - Leaves of Absence - Year-Out Fellowships - Drop/Add Deadline Policy SUPPORT SERVICES - Academic Support Services - University Health Service - Counseling and Mental Health Services - Chaplain's Office - Division of Medical Informatics - Women in Science, Dentistry & Medicine (WISDM) - Assistance for Pregnant Medical Students - Miner Library ADVISING & STUDENT ENRICHMENT PROGRAMS - Advisory Dean Program - Student Enrichment Programs - Student-Sponsored Symposium CONSUMER & LEGAL ASSISTANCE - Integrity Hotline - University Housing - Executing Legal Documents - Consumer and Legal Assistance OFFICES FOR MEDICAL EDUCATION - Medical Education - Student Services Center - Advisory Deans - Student Affairs Office - Registrar's Office - Financial Aid Office - Bursar's Office - Office for Ethnic & Multicultural Affairs - Admissions Office - Medical Alumni Affairs - Student Enrichment Programs - Graduate Studies - Offices for Educational Research - Curricular Affairs Office - Facilities for Students - Student Computing DOUBLE HELIX CURRICULUM MEDICAL EDUCATION OBJECTIVES

FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

Annual Notice to Students

The University of Rochester complies fully with the provisions of the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g. Under FERPA, students have, with certain limited exceptions, the right to inspect and review their educational records and to request the amendment of their records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student's privacy or other rights. Requests to inspect or review records should be addressed to the Registrar, or to the appropriate administrator responsible for the records and will be honored within 45 days. Any student questioning the accuracy of any record may state his or her objection in writing to the University administrator responsible for the record who will notify the student of their decision within 45 days of receiving the objection. Final review of any decision will be by the appropriate Dean who, if requested by the student, will appoint a hearing committee of two faculty members and one staff member to investigate and make recommendations. Students concerned with University's compliance with FERPA have the right to file complaints with the U.S. Department of Education's Family Compliance Office.

FERPA further requires, again with certain limited exceptions, that the student's consent must be obtained before disclosing any personally identifiable information in the student's education records. One such exception is disclosure to parents of dependent students. Another exception is disclosure to school officials with legitimate educational interests, on a "need-to-know" basis, as determined by the administrator responsible for the file. A "school official" includes: anyone employed by the University in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel and health staff); any person or company acting on behalf of the University (such as an attorney, auditor, or collection agent); any member of the Board of Trustees or other governance/advisory body; and any student serving on an official committee, such as disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Other exceptions are described in the FERPA statue and regulations at 34 C.F.R. Part 99.

The University considers the following to be directory information: name, campus address, e-mail address, home address, telephone number, date and place of birth, academic fields of study, dates of attendance, photographs, participation in recognized activities and sports, degrees and awards, weight and height of athletic team members, previous education agencies or institutions attended, and other similar information. The University may publicize or respond to requests for such information at its discretion. However, the use of the records for commercial or political purposes is prohibited unless approved by the appropriate Dean.

Currently enrolled students may request that directory information be withheld from disclosure by making a request, in writing, to the appropriate registrar. All requests made on or before September first will make it possible to have directory information omitted from printed directories. Requests made after this date should still be forwarded since they will prevent directory information from being released in the future. The University assumes that failure on the part of the student to specifically request the withholding of any directory information indicates approval of disclosure. The SMD Face Book is distributed to all medical students, faculty, and staff. The standard student Face Book information includes: name, picture, month and day of birthday, Box #, local address and phone number, permanent address and phone number, undergraduate college and degree, E-Mail address, and Advisory Dean. Students can elect to have some of the standard information not published in the face Book. A student who chooses to do such, will have his/her name, picture, box #, E-Mail address, and Advisory Dean appear in the Face Book.

The University publishes a student directory, that contains the names and Medical Center Post Office Box addresses of medical students.