Access to Student Records
Student academic records are maintained in the Graduate School of Biomedical Sciences and are made available to the student for review in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974, as amended (FERPA). Any outstanding commitments to the Medical College will result in grades and transcripts being withheld.
Notification of Student Rights under the Family Educational Rights and Privacy Act (FERPA)
FERPA affords students certain rights with respect to their education records. They are:
The right to inspect and review the student’s education records within 45 days of the day the Medical College of Wisconsin (MCW) receives a request for access. Students should submit to the appropriate Medical College official (Director of Enrollment) written requests that identify the record(s) they wish to inspect. The Medical College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the Medical College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. A student may ask the Medical College to amend a record that the student believes is inaccurate or misleading. The student should write the Medical College official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it is inaccurate or misleading.
If the Medical College decides not to amend the record as requested by the student, the Medical College will notify the student of the decision and advise the student of his right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
The above procedures do not include challenges to academic grades.
The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by Medical College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff ); a member of the Board of Trustees of the Medical College; a person or company with whom the Medical College has contracted to perform a special task (such as Medical College counsel, auditors, or the National Student Loan Clearinghouse); or a student serving on an official committee such as a disciplinary or grievance committee, or assisting another school official in performing his tasks. A school official has a legitimate educational interest if the school official needs to review an education record in order to fulfill his professional responsibility. The Medical College retains the right to disclose the final results of disciplinary proceedings to victims of certain crimes, if the Medical College student is the alleged perpetrator and has been found by a convened disciplinary panel, to have violated Medical College policies regarding the allegations. Medical College’s rights regarding nonconsensual disclosure of disciplinary proceedings pertain to: (1) victims of violent crimes or incest/statutory rape where the student is the alleged perpetrator; and (2) the findings of the disciplinary proceeding support that the student committed the act; and (3) results of the disciplinary proceeding were reached on or after October 7, 1998.
The authorization by FERPA to a disclosure without consent, however, shall not be deemed by the Medical College as a requirement to make such a disclosure. The Medical College shall determine whether a school official has a legitimate educational interest on a case-by-case basis. Requests for disclosure should be submitted in writing to the Director of Enrollment, Graduate School of Biomedical Sciences.
Upon request, the Medical College discloses education records, without consent, to officials of another school in which a student seeks or intends to enroll. This statement pertains to colleges or universities with which the Medical College is formally affiliated; i.e., the University of Wisconsin–Milwaukee, Marquette University, and the Milwaukee School of Engineering.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by the Medical College of Wisconsin to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue SW
Washington, D.C. 20202-4605
Public Notice Designating Directory Information
The Medical College of Wisconsin is in compliance with the Family Educational Rights and Privacy Act of 1974, as amended (FERPA), the purpose of which is to let the student know what educational records are kept by the Medical College, to give the student or alumni the right to inspect such records and to ask for correction if necessary, and to control the release of such information to those who are not involved in the educational process. Under FERPA, certain Directory Information may be made available to anyone who requests it unless the student specifically elects at the time of registration that this not be done. The Medical College designates the following as Directory Information for current students and alumni:
Category I: Name, address, telephone number, dates of
attendance, e-mail address, photographs.
Category II: Major field of study, awards, honors, degree(s) conferred at MCW (including dates), previous institution(s) attended, degree(s) conferred at previous institution(s) attended, and residency match results (for medical students).
Currently enrolled students may withhold disclosure of any or all categories of Directory Information under FERPA. Students may request the withholding of directory information at the time of registration for each academic term. At each registration, current students have the option of indicating that their Directory Information should be withheld. Upon departure from MCW, this information will also be included in the MCW Alumni Directory, unless specifically requested its removal either as a student or an alumni in the process described below.
Former students may withhold disclosure of any or all categories of Directory Information by providing written notice to the MCW Graduate School office before September 1 of each academic year. Requests received after that time will be honored for the subsequent academic year.