Body
Unit Policy
Title
Offices of Medical Student Education: Policy on Student Academic Records – Confidentiality, Retention and Access
Introduction
Purpose
This Policy addresses University of North Carolina at Chapel Hill (“University”) School of Medicine (“SOM”) Medical Doctorate (“MD”) degree program faculty, administration, and students’ (“Students”) access to information related to Students’ academic performance.
Scope
This Policy applies to current and former Students as well as MD degree program administration, faculty, and staff.
Policy
Policy Statement
The SOM is committed to ensuring that the confidentiality, retention, and access of its Students’ Academic Records is handled in accordance with the Family Educational Rights and Privacy Act of 1974, 20 U.S.C. section 1232g (as amended) and its implementing regulations, 34 C.F.R. Part 99 (collectively, "FERPA"), Liaison Committee on Medical Education (LCME) Standards, and University policies and procedures. In furtherance of this commitment, the SOM has established processes regarding Academic Records detailed below.
Accessing Academic Records
Students may access and review their Academic Records, as well as request the release of their Academic Records in accordance with FERPA and University policies. Many of Students’ Academic Records are available to Students without the need for a request, electronically within Canvas or One45, or from their individual clerkships/course directors.
The elements of Students’ Academic Records that cannot otherwise be accessed directly by Students (i.e., application materials, transcripts from undergraduate studies at, or prior degrees from other educational institutions, etc.) can be accessed and reviewed by Students by contacting the Office of the SOM Registrar via email at SOMRegistrar@med.unc.edu and arranging a time for review. Reviews may take place Monday through Friday from 9 AM to 5 PM, excluding any University holidays or closures. Requests to access and review Academic Records information must be made and approved at least twenty-four (24) hours in advance of review. Students will be asked to provide a form of photo identification (e.g., Hospital ID card, Onecard, driver’s license, etc.) at the time of a review. Students are not permitted to scan, take pictures of, or otherwise create copies of Academic Records while at the Office of the SOM Registrar or to remove Academic Records from the Office of the SOM Registrar.
A Student may request a copy of their Medical Student Cumulative Academic Records File. This request must be made on site at the Office of the SOM Registrar.
Students must complete, sign, and submit a Request For Release of Information in order for their Academic Records to be released to third parties (i.e., anyone other than the Student).
The following parties with a Legitimate Educational Interest may access a Student's Academic Records without prior permission from the Student:
- Senior Associate Dean of Medical Student Education
- Associate and Assistant Deans of Curriculum
- Associate and Assistant Deans of Student Affairs
- Members of the Student Progress Committee (SPC)
- Staff of the Office of Student Affairs
- Staff of the Office of Curricular Affairs
- Director and staff of the Office of Academic Excellence, including academic coaches
- College Advisors
- University Officials on a need-to-know basis as determined by the Associate
- Dean of Student Affairs
- Staff and Faculty of the Office of Educational Effectiveness
- Others as permitted or required by law or University policy
The parties listed above must complete University-required FERPA training prior to being permitted access to Offices of Medical Student Education systems, which include systems that contain Student Academic Records.
Correction of Academic Records
A Student who believes that their Academic Record(s) contain(s) a clerical or administrative error (e.g., omission of a course, grade, or clerkship) may submit a written request for their record to be corrected to the Office of the Registrar via email at SOMRegistrar@med.unc.edu. Requests must identify the specific element(s) thought to be inaccurate and include any relevant supporting documentation. The Office of the SOM Registrar reviews requests and makes corrections as warranted in accordance with University policies. The Office of the SOM Registrar will notify students of its review decisions via email.
If, after review by the Office of the SOM Registrar, a Student wishes to challenge an element of their Academic Record based on academic judgment, interpretation, or application of University policy/ies rather than clerical or administrative error, the Student must submit a written appeal of their Academic Record to the Senior Associate Dean for Medical Student Education via email to SOMRegistrar@med.unc.edu. This appeal process is intended to address questions regarding the accuracy or appropriateness of how academic outcomes or status are reflected in a Student's Academic Record and does not apply to appeals of grades, evaluations, or narrative comments, which are governed by the Policy on Appeal of Course Grades and Written Evaluations.
Transcript Requests
Students can access their transcripts and view the courses they are currently enrolled in through Connect Carolina. Students may also request copies of their transcripts as described in the table below. Requests will be completed within three (3) to five (5) business days.
Definitions
Academic Records: Documentation including Students’ final course/clerkship grades, evaluation data used to determine Students’ grades (such as performance on examinations, quizzes, Objective Structured Clinical Examinations, and other narrative assessments), Students’ academic records, and Students’ Medical Student Performance Evaluations. Student medical records are not considered Academic Records for purposes of this Policy. Information not considered an ‘Academic Record’ under this Policy may be stored by other University offices, and requests for such information must be made directly to those units.
Medical Student Cumulative Academic Records File: A Student’s MD degree program application materials, undergraduate transcript, and any other transcripts from any other degree a Student has completed before enrolling in the program.
Legitimate Educational Interests: An individual has a Legitimate Educational Interest in a Student’s Academic Records if the Academic Records are necessary for that official to perform appropriate tasks that are specified in his or her position description or by a University contract.
Related Requirements
External Regulations
Unit Policies, Standards, and Procedures
Contact Information
Primary Contact
Name: Mary Hauser, Senior Director for Curricular Affairs
Email: mary_hauser@med.unc.edu
Publication Details
- Issuing Officer: Anthony Passanante, Senior Associate Dean for Medical Student Education
- Email: Anthony_Passanante@med.unc.edu
- Effective Date: March 1, 2026
- Review Cycle: The Education Committee will review this Policy in odd-numbered years or as needed.
- Next Review Date: December 31, 2027