Medical Student Record Review Policy

Effective 7/1/25

To whom this policy applies

All faculty, staff, residents, students, clinical and other affiliates of the University of Nevada, Reno School of Medicine

Definitions

Educational records: Records that are directly related to a student and that are maintained by an educational agency or institution or a party acting for or on behalf of the agency or institution.

Purpose/background

The purpose of this policy is to inform students of their rights and responsibilities pertaining to their educational records, in compliance with the Family Educational Rights and Privacy Act (FERPA) and the University of Nevada, Reno Administrative Manual to protect the privacy of records and to define procedures for students and faculty to access these records.

Policy

A student has the right and shall be accorded the opportunity to inspect, review, and/or receive copies of the student's educational records upon written request to the Associate Dean for Student Affairs. The medical school will comply with the student's request within 10 calendar days after the request is received unless extenuating circumstances require additional time not to exceed 45 calendar days. Exceptions to this right of access are:

• Financial records of parents
• Confidential letters and statements of recommendation
• Records that the student has waived the right to inspect
• Records of instructional, supervisory, and administrative personnel which are in the sole possession of the maker, and which are not accessible or revealed to any other person except a regular replacement for that record holder (an example would be a professor's grade book)
• Records of law enforcement agencies which are kept separate from educational records, maintained only for law enforcement purposes, and available only to law enforcement officials of the same jurisdiction
• Privileged records of physicians, psychiatrists, and other professionals concerned with the treatment of a student and available only to other professionals providing treatment. (Students may designate a physician or other appropriate professional to view the records.)

Faculty and/or other university administrative personnel requesting access to a student's educational record must make a written request providing a legitimate educational reason to instruct, advise, or otherwise assist the student, to the Associate Dean for Student Affairs. Such assistance must pertain to the University in its primary educational and scholarly functions and/or secondary administrative functions of disbursing funds, keeping records, or recognizing student educational achievements. Minimum necessary access will be granted for a limited time at the discretion of the Associate Dean of Student Affairs. Upon approval from the Associate Dean for Student Affairs, the requested portion of the student record will be released within 10 calendar days after the request is received unless extenuating circumstances require additional time not to exceed 45 calendar days.

Review

Approved by Medical Education Steering Committee, 03/27/2025