Student Records Policy
In accordance with and under the jurisdiction of Michigan State University, the College of Osteopathic Medicine maintains student education records and is responsible for their access to and release as governed by the Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g (“FERPA”). "Education records" are those records, files, documents, and other materials which contain information directly related to a student and are maintained by the University or by a party acting on behalf of the University. https://reg.msu.edu/ROInfo/Notices/PrivacyGuidelines.aspx
The student education record consists of electronic files. MSU PA Medicine has a permanent and safe system for keeping student records. Electronic records are kept in secured computerized student information systems administered by the Department of PA Medicine. These records are electronically backed-up for security. Access to these systems is limited to authorized staff only.
The following items are not included within the student record:
- Health and immunization records
- Law enforcement or campus security records
- Employment records
- Physician, psychiatrist, psychologist, or other recognized professional or paraprofessional
All student records are confidential and strict adherence to the Federal Family Education Rights and Privacy Act (FERPA) and University Guidelines for Access to Student Information is followed. Students have access to their files, within established procedures along with authorized staff. All “need to know” requests for student information by those who have a “legitimate educational interest” are screened by the College Registrar, and a determination made according to established guidelines. Legitimate Educational Interest is defined as an individual has a legitimate educational interest in education records if the information or record is relevant and necessary to the accomplishment of some employment or other institutional task, service, or function.
Any release of student records requires written authorization from the student. This documentation is kept in the student’s individual academic file. In all cases, student information is considered strictly confidential and kept in a secured filing system that is only accessible to authorized personnel.
All MSU-affiliated individuals with access to student data are required to successfully complete university based FERPA training. Information released to a third party requires completion of the Release of Information Authorization Form. All data requests are subject to approval and compliance with FERPA (Family Educational Rights and Privacy Act) and University Policy. Michigan State University College of Osteopathic Medicine does not release student names or addresses for commercial purposes. https://reg.msu.edu/ROInfo/Notices/PrivacyGuidelines.aspx
Students are responsible for ensuring that their contact information is up to date throughout their enrollment.
Confidentiality of Student Health Records
MSU requires certain health records of all enrolled students. These records are maintained in accordance with the Health Insurance and Portability and Accountability Act (HIPAA) and MSU policies. These policies may be found online at: https://www.healthteam.msu.edu/patients/patient-rights.aspx
Because medical education includes education in clinical settings, MSUCOM students must comply with measures to promote their personal health and safety, as well as the health and safety of patients and others. Documentation of compliance will be maintained in each student’s record. This documentation may include results of tests for tuberculosis and evidence of immunizations or similar information. This information will be maintained securely. Personnel in the Office of the COM Registrar may have access to this information to assure compliance. This information may be required at clinical rotation sites.
The medical records of students who seek medical care with MSU affiliated healthcare providers and/or Olin Health Services on the MSU East Lansing campus will be maintained confidentially by those providers and will not be part of a student’s academic record unless the documentation is provided to meet compliance requirements.