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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 both paper and electronic files. MSUCOM has a permanent and safe system for keeping student records. Electronic records are kept in secured computerized student information systems administered by the Office of the College Registrar in East Lansing. 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 MSUCOM 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 https://reg.msu.edu/read/ReleaseofInformationAuthorizationform.pdf . 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. ​​​

Approved by the Faculty of the Department of PA Medicine on March 16, 2020