Student Records

The Larner College of Medicine ensures the privacy of student educational records and complies with the Family Educational Rights and Privacy Act, as elaborated in UVM Policy FERPA Rights Disclosure. Records are retained in accordance with UVM Policy Records Management and Retention, the Records Retention Schedule established by the Office of Audit and Compliance Services, and AAMC Committee on Student Records Guidelines. Permanent elements of the education record are archived in collaboration with the University's Registrar's Office.

Active medical student education records are maintained electronically in OASIS, Online Access to Student Information and Scheduling. This software interfaces with myUVM to exchange data.

  • Grades and enrollment information entered in OASIS populates official UVM transcripts.
  • Contact and demographic information entered in myUVM populates OASIS.

It is essential that medical students maintain up to date contact information via myUVM.

Medical Student Access to Educational Records

In accordance with LCME Standard 11.6 Student Access to Educational Records, the Larner College of Medicine adheres to the University's FERPA Rights Disclosure Policy statement to determine procedures that permit a medical student to review and to challenge their educational records, including the Medical Student Performance Evaluation, if the student considers the information contained therin to be inaccurate, misleading, or inappropriate.

Specifically, medical students should submit to the LCOM Registrar a written request that identifies the record(s) they wish to inspect. The LCOM Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected in the presence of the Registrar or their designee. If the records are not maintained by the LCOM Registrar, the Registrar shall advise the student of the correct official to whom the request should be addressed. Students have the right to inspect and review their education records within 45 days of the date the LCOM Registrar receives a written request for access. In many instances, an appointment for inspection will be arranged within 10 business days.

Medical students may write the LCOM official responsible for the record to ask that it be amended, and should clearly identify the part of the record they want changed and specify why it is inaccurate, misleading, or otherwise in violation of their privacy rights under FERPA. It the College decides not to amend the record as requested by the student, the College will notify the student in writing of the decision and advise the student of their right to a hearing regarding the request for amendment.

Confidentiality of Student Educational Records

In accordance with LCME Standard 11.5 Confidentiality of Student Educational Records, at the Larner College of Medicine, medical student  educational records are confidential and only available 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.

Privacy

Some information about students is considered “directory information.” The institution may share “directory information” unless the student has taken formal action to restrict its release. The University defines directory information in its FERPA Rights Disclosure Policy.

A student must formally request the University Registrar's Office to prevent disclosure of directory information, except to school officials with legitimate educational interests and certain others as specified in the regulations. Once filed, this request becomes a permanent part of the student’s record until the student instructs the university to have the request removed. Once in place through myUVM, directory exclusions are flagged in OASIS.