Student Record Review Policy

Policy Manual

  • Effective Date: 04/30/2017
  • Last Revised: 06/16/2021

TO WHOM THIS POLICY APPLIES

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

WHO NEEDS TO KNOW THIS POLICY

Faculty, staff, residents, medical students, clinical and other affiliates.

PURPOSE/BACKGROUND

The purpose of this policy is to inform medical students of their rights and responsibilities pertaining to their medical school 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 student records, and to define procedures for students and faculty access to access these records.

POLICY

A medical 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 Admissions and Student Affairs. The medical school must comply with the student's request within a reasonable amount of time, not to exceed 10 working days after the request is received.

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 (e.g. 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; and 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.

In addition, faculty and/or other university administrative personnel requesting access to a student's educational record must present a legitimate educational reason to instruct, advise or otherwise assist the student, to the Associate Dean for Admissions and Student Affairs. Such assistance must involve the University in its primary educational and scholarly functions and/or secondary administrative functions of disbursing funds, keeping records, or recognizing student educational achievements. Upon approval from the Associate Dean for Admissions and Student Affairs, the requested portion of the student record will be released within a reasonable amount of time, not to exceed 10 working days after the request is received.