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Our Policies
The School of Medicine Registrar's Office is responsible for the enforcement of medical school and university policies dealing with access to student records as prescribed by the Family Educational Rights and Privacy Act of 1974.

Please read all material in its entirety:

FERPA Policy
The Family Educational Rights and Privacy Act of 1974 affords students certain rights with respect to their education records. They are:

  1. The right to inspect and review the student's education records.
  2. 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.
  3. 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.
  4. 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.
  5. 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.

Student Records Policy
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:

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.

CWRU Affiliate Account
A CWRU Affiliate Account is available to Visiting Students upon request. The Affiliate Account allows Visiting Students to gain access to several campus resources for the duration of their rotation(s). A request can be made only after receiving a letter of confirmation with scheduled rotation dates.

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).

Please direct all applications, correspondence, and questions to:

Visiting Medical Student Program
Case Western Reserve University
10900 Euclid Avenue, Room T-408
Cleveland, OH 44106-4968
Tel: 216.368.3723