Policy on Access to Medical Student Academic Records

Student Access to Education Records

Medical students have the right to access and review their education records, as that term is defined in University policy and the Family Educational Rights and Privacy Act of 1974 (FERPA), and to request the release of those records in accordance with the University of Illinois Chicago Student Records Policy.

A medical student may access and review the Educational records not electronically available to the student by submitting a request to the UI COM Office of the Registrar or to the college office or unit that maintains the requested records.

A medical student may request the disclosure of their education records to third parties by providing written consent that must contain the following:  the name and contact information for the party to whom disclosure should be made; a detailed description of the records or information from the records to be disclosed; and the reason for the disclosure.  The consent must be signed and dated by the student.  Students may also request that portions of their records be sent out for application purposes for loans, hospital credentialing, or other business needs. Consent forms are available in the College of Medicine Office of Student Affairs or Office of the Registrar.

College Personnel Access to Education Records

College faculty, staff, or other employees may be allowed to access the education records of a student without the student’s consent so long as they meet specific requirements that permit that access.  For example, University officials who have a legitimate educational interest in the records may access those records.  A legitimate educational interest is generally understood to  mean that the official is performing a task that is specified in his/her position description or contract agreement, performing a task related to a student’s education, performing a task related to discipline of a student, providing a service or benefit relating to the student or student’s family, or maintaining the safety and security of the campus.

The determination as to whether the requirements are met for nonconsensual disclosure of education records will be made by the head of the unit from which the records are sought. Information from education records, supplied in any format or medium, to any University of Illinois College of Medicine personnel or units, will generally be provided only on the basis that it is needed to permit the necessary functions of their jobs.

Student Challenge to Education Records

A medical student has the right to request an amendment to their education records on the grounds that they are inaccurate, misleading, or otherwise in violation of their privacy rights.  The student may follow the process set forth in the UIC Student Records Policy to seek an amendment.

References

University of Illinois at Chicago Student Records Policy, Office of the Registrar

LCME Element 11.5

Confidentiality of Student Educational Records. At a medical school, medical student educational records are confidential and available only to those members of the faculty and administration with a need to know, unless released by the student or as otherwise governed by laws concerning confidentiality.

Approved by: CCIA, January 8, 2025