Student academic records are established and maintained in total compliance with University, State, and Federal regulations governing enrollment, completion, and permanent archiving. Academic records considered to be official are maintained by the Office of Enrollment Management for all students at the Medical University, with the exception of copies made for internal University use, no copies of a student’s record will be released without the student’s written consent. This office acts as the central authority over student information and processes as they relate to FERPA compliance for the University. Access to student academic records is governed by federal and university policy intended to protect the privacy of students.
Student Information System
This authority holds for student data in the Student Information System under the direct custodial care of OEM, as well as any other system or repository of FERPA-covered information in the University. Any such repository outside the Student Information System must be approved by OEM prior to implementation.
Access to electronic computer student files is further guarded by a University assigned MUSC Network Account (NETID) in combination with a personal password. Web-based information is fully encrypted.
For persons in the status of applicant, privacy of information is guarded carefully by the University even though State and Federal law do not apply in the same manner as for enrolled students.
All admission materials for persons not matriculating will be destroyed one (1) year after the close of the applicant’s filing cycle, except for the quantifiable data stored in the OEM computer database (such as prerequisite analysis, entering GPA’s, test scores, interview ratings, state/county of legal residence, gender, prior colleges attended, prior degrees earned, licensure, birth date/place, ethnicity, social security number, term/year/program for which admission was sought).
All admission materials for matriculated students become part of the academic student record.
Student Academic Records
It is the policy of the University to retain permanently in hard copy, on microfilm, or electronic form an academic record of each student which reflects the unabridged chronological academic history of that student.
The only permanently archived student academic documents retained at MUSC are under the custodial care of the Office of Enrollment Management (OEM) and will include the following:
· MUSC transcript of academic record;
· Final grades
· Academic Dismissals
· College of Medicine Dean’s Letters
· Quantifiable data stored in the University Student Information System
All Student Academic enrollment information other than those defined above will be destroyed five (5) years after graduation or last date of attendance. Once filmed or electronically stored, all hard copy documents will be destroyed in a manner that ensures confidentiality of information.
Access to Student Information
The federal Family Educational Rights and Privacy Act of (FERPA) governs release of and access to Student education records. Please refer to the FERPA policy for additional information.
Social Security Numbers
In the interest of preserving student privacy to the fullest extent, the University minimizes the use of social security number and will substitute another nine-digit number if social security number is not provided. However, students receiving government financial loans and grants and/or wishing to claim tuition credit for federal income tax purposes must disclose their social security number to the University to ensure accurate reporting.
Transcripts are provided at no additional cost to enrolled students; others are charged the published fee. Transcripts will not be issued to students having a hold placed on their files by the dean, enrollment management, accounting office, financial aid office, library, hospital, or bookstore. Transcripts for students in the some of the various colleges may include, whenever appropriate, notation about leave of absence, academic suspension, and dismissal. Reports of grades are available directly to students each semester over a secure Web site following the end of final examinations. It is the student’s responsibility to update address changes with OEM.