POLICIES & PROCEDURES
FERPA
The Family Educational Rights and Privacy Act of 1974 affords students
certain rights with respect to their education records. They are:
- The right to inspect and review the student's education records.
- The right to request the amendment of the student's education records
to ensure that they are not inaccurate, misleading, or otherwise in
violation of the student's privacy or other rights.
- 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.
- The right to file with the U.S. Department of Education a complaint
concerning alleged failures by Case Western Reserve University to comply
with the requirements of FERPA.
- The right to obtain a copy of the Case Western Reserve University's
student records policy. You can obtain a copy of the policy from the
University Registrar's Office.
Access to Files
The School of Medicine seeks to protect the civil, personal, and property
rights of those using its student records resources and seeks to protect
the confidentiality of those records stored in the office of the registrar.
In accordance with federal regulations and university policies the following
procedures will be observed when a student requests an opportunity to
review the contents of his or her educational file stored in the office
of the registrar, School of Medicine. Certain materials are excluded from
review as specified in FERPA. Among these are:
- Records that are created by, and that are sole possessions of, faculty,
staff, and other personnel, and that are not accessible to any other
persons except a substitute.
- Records created and maintained by law enforcement purposes that are
not made available to persons other than law enforcement officials of
the same jurisdiction.
- Records created and maintained by a physician, psychiatrist, psychologist,
or other professional of paraprofessional acting in that capacity in
connection with the provision of treatment to a student. Such records
can, of course, be reviewed by a physician or other appropriate professional
of the student's choice.
- Employment records of a student made and maintained in the normal
course of business.
- Financial records of a student's parents, or any information contained
therein.
- Confidential letters and statements of recommendation placed in the
file before January 1, 1975.
- Records for which the student previously waived his or her right to
access.
- Records that contain only information about a person after that person
is no longer a student, such as alumni records.
The registrar's office will seek to provide a photocopy of requested items
from student files as long as the request does not exceed three items. And
as long as those items are not mentioned above.
The registrar's office will arrange an appointment (usually after 24 hours
but not to exceed 45 days) for the student to review the file in the presence
of a member of the office staff. This review should not exceed fifteen minutes
in duration due to the personnel availability within the office.
If, during the course of this review, the student questions the accuracy
of a record contained in the file, the staff member will attempt to resolve
the problem informally. Should this attempt at resolution be unsuccessful,
a formal hearing will be arranged and a decision will be made by the Associate
Dean of Student Affairs. At this hearing, the student will be given a full
and fair opportunity to present evidence relevant to the issue under consideration,
and the decision will be given in writing within a reasonable period of
time after the hearing.
If, as a result of the hearing, the school of medicine decides that the
issue in question is inaccurate, misleading, or otherwise in violation of
the privacy or other rights of the student, it will amend the educational
records accordingly.
If, as a result of the hearing, the school of medicine decides that the
issue in question is not inaccurate, misleading, or otherwise in violation
of the privacy or other rights of the student, it will inform the student
of the right to place in the educational records a statement commenting
on the information in the records or setting forth any reasons for disagreeing
with the school's decision.
Additional information regarding access to files, release of personally
identifiable records, student records, and directory information may be
obtained by contacting the Office of the Registrar.
Transcripts
Case Western Reserve University considers the grades earned by students
and other information about performance at the University to be a private
matter. Only upon written request of the student, either in person, by mail
or by fax will a transcript of grades be released. A fee is charged for
each transcript copy. Transcripts will not be issued to, or on behalf of,
students who have not discharged all delinquent obligations to the University.
These requests are handled by the Medical School Registrar's Office, Room
T-408. The cost of transcripts is $5.00 each.
Affiliated Organizations
The Office of the Registrar is responsible for the timely enrollment of
medical students into the American Association of Medical Colleges (AAMC),
the Liaison Committee On Medical Education (LCME), the United States Medical
Licensing Examination (USMLE), the National Resident Matching Program (NRMP),
and the National Board of Medical Examiners (NBME).
Graduation
A student who has satisfactorily completed all required work in the School
of Medicine may be granted the degree of Doctor of Medicine by Case Western
Reserve University, provided that:
- He or she has been registered in an accredited medical school for
at least four academic years, the last two of which must have been in
this School.
- The Committee on Students approves his or her record of performance
and recommends him or her to the trustees for graduation.
- He or she has discharged all financial obligations to the University.
- He or she has taken Step 2 of the United States Medical Licensing
Examination and achieved the passing score by the National Board of
Medical Examiners.
The requirements for graduation of any class may be altered by action
of the faculty of the School of Medicine.
Licensure to practice medicine in the United States and its territories
is a privilege granted by the individual licensing boards of the states
and territories. Each licensing board of the individual jurisdiction establishes
its policies, eligibility, and requirements for the practice of medicine
within its boundaries pursuant to statutory and regulatory provisions.
The degree of Doctor of Medicine awarded by Case Western Reserve University
is an academic degree and does not provide a legal basis for the practice
of medicine.
Alumni
The Office of the Registrar provides documents in support and for verification
of licensure, M.D. degree, enrollment, and transcripts (prior to 1992).
Prospective Students
See Admissions. |
