{"id":561,"date":"2024-06-28T02:35:51","date_gmt":"2024-06-28T02:35:51","guid":{"rendered":"https:\/\/keck.usc.edu\/md-student-portal\/?page_id=561"},"modified":"2025-10-02T01:27:31","modified_gmt":"2025-10-02T01:27:31","slug":"student-records-policy","status":"publish","type":"page","link":"https:\/\/keck.usc.edu\/md-student-portal\/student-records-policy\/","title":{"rendered":"Student Records Policy"},"content":{"rendered":"\n\n\n\n\n\n\n  \n    \n\n\n\n\n\n\n<div\n  class=\"cc--component-container cc--hero-primary horizontal-navigation\"\n\n  \n  \n  \n  \n  \n  \n  >\n  <div class=\"c--component c--hero-primary\"\n    \n      >\n\n    \n  \n  <div class=\"inner-wrapper has-horizontal-nav\">\n\n          <div class=\"title-wrapper\">\n\n        \n                      \n<div class=\"f--field f--page-title has-stripe\">\n\n    \n      <h1>Student Records Policy<\/h1>\n\n\n<\/div>\n        \n              <\/div>\n    \n              \n<div class=\"f--field f--link eyebrow-link\">\n\n    \n    \n  \n\n<a\n  class=\"link \"\n  href=\"https:\/\/keck.usc.edu\/md-student-portal\/professionalism-reporting\/\"\n    >\n        Professionalism Reporting\n    <\/a>\n\n\n<\/div>\n    \n    \n      \n              <div class=\"horizontal-nav\">\n                      <div class=\"horizontal-menu-container\">\n              <button class=\"expand-menu\">\n                                  In This Section\n                                <svg class=\"menu\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\" x=\"0px\"\n                  y=\"0px\" viewBox=\"0 0 35 35\" enable-background=\"new 0 0 35 35\" xml:space=\"preserve\">\n                  <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" fill=\"#000\" d=\"M4,23h3v3H4V23z M4,16h3v3H4V16z M10,23\n                  h21v3H10V23z M10,16h21v3H10V16z M10,9h21v3H10V9z M4,9h3v3H4V9z\"\/>\n                <\/svg>\n\n                <svg class=\"close\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\" x=\"0px\" y=\"0px\"\n                  viewBox=\"0 0 35 35\" enable-background=\"new 0 0 35 35\" xml:space=\"preserve\">\n                  <polygon fill=\"#000\" fill-rule=\"evenodd\" clip-rule=\"evenodd\" points=\"26,10.4 24.6,9 17.5,16.1 10.4,9 9,10.4 16.1,17.5\n                  9,24.6 10.4,26 17.5,18.9 24.6,26 26,24.6 18.9,17.5 \"\/>\n                <\/svg>\n              <\/button>\n\n              <nav\n  class=\"mc--menu mc--\"\n  >\n  <ul class=\"m--menu m--\">\n    \n    \n      <li class=\"has-submenu menu-item menu-item-type-custom menu-item-object-custom menu-item-864 menu-item-has-children\">\n      <div class=\"link-arrow-wrapper\">\n      <a href=\"#\" >Academics &#038; Research<\/a>\n\n      <button class=\"expand-children has-submenu arrow-toggle\" aria-expanded=\"false\" aria-haspopup=\"true\" aria-label=\"Display Submenu for Academics &#038; Research\">\n        <svg height=\"35\" viewBox=\"0 0 35 35\" width=\"35\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n          <path d=\"m17.5 20.2142857 6.2142857-6.2142857 1.2857143 1.2857143-7.5 7.5-7.5-7.5 1.2857143-1.2857143z\" fill=\"#000\" fill-rule=\"evenodd\"\/>\n        <\/svg>\n      <\/button>\n    <\/div>\n  \n      <div class=\"submenus-wrapper\">\n      <div class=\"submenus-wrapper-inner\">\n        <ul class=\"submenu\" aria-hidden=\"true\">\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-134\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/curriculum\/\" >Curriculum<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-150\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/curriculum\/educational-objectives\/\" >Educational Objectives<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-1776\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/syllabi\/\" >Syllabi<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-76\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/academic-information\/degree-requirements\/\" >Degree Requirements<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-169\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/dual-degrees\/\" >Dual Degrees<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-2158\">\n      <a href=\"https:\/\/keck.usc.edu\/medical-student-research\/\" target=\"_blank\">Medical Student Research<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-695\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/international-studies\/\" >International Studies<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-1129\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/primary-care-program-pcp-pathway\/\" >Primary Care Program<\/a>\n  \n  \n<\/li>\n                  <\/ul>\n      <\/div>\n    <\/div>\n  \n<\/li>\n\n    \n      <li class=\"has-submenu menu-item menu-item-type-custom menu-item-object-custom menu-item-863 menu-item-has-children\">\n      <div class=\"link-arrow-wrapper\">\n      <a href=\"#\" >Calendars<\/a>\n\n      <button class=\"expand-children has-submenu arrow-toggle\" aria-expanded=\"false\" aria-haspopup=\"true\" aria-label=\"Display Submenu for Calendars\">\n        <svg height=\"35\" viewBox=\"0 0 35 35\" width=\"35\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n          <path d=\"m17.5 20.2142857 6.2142857-6.2142857 1.2857143 1.2857143-7.5 7.5-7.5-7.5 1.2857143-1.2857143z\" fill=\"#000\" fill-rule=\"evenodd\"\/>\n        <\/svg>\n      <\/button>\n    <\/div>\n  \n      <div class=\"submenus-wrapper\">\n      <div class=\"submenus-wrapper-inner\">\n        <ul class=\"submenu\" aria-hidden=\"true\">\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-80\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/calendars\/academic-calendar\/\" >Academic Calendar<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-83\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/calendars\/pre-clerkship-information\/\" >Pre-Clerkship Calendar<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-81\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/calendars\/clerkship-information\/\" >Clerkship Calendar<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-82\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/calendars\/post-clerkship-information\/\" >Post-Clerkship Calendar<\/a>\n  \n  \n<\/li>\n                  <\/ul>\n      <\/div>\n    <\/div>\n  \n<\/li>\n\n    \n      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-186\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/clerkship-information\/\" >Clerkship &#038; Elective Information<\/a>\n  \n  \n<\/li>\n\n    \n      <li class=\"has-submenu menu-item menu-item-type-post_type menu-item-object-page menu-item-84 menu-item-has-children\">\n      <div class=\"link-arrow-wrapper\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/handbook-and-policies\/\" >Handbook and Policies<\/a>\n\n      <button class=\"expand-children has-submenu arrow-toggle\" aria-expanded=\"false\" aria-haspopup=\"true\" aria-label=\"Display Submenu for Handbook and Policies\">\n        <svg height=\"35\" viewBox=\"0 0 35 35\" width=\"35\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n          <path d=\"m17.5 20.2142857 6.2142857-6.2142857 1.2857143 1.2857143-7.5 7.5-7.5-7.5 1.2857143-1.2857143z\" fill=\"#000\" fill-rule=\"evenodd\"\/>\n        <\/svg>\n      <\/button>\n    <\/div>\n  \n      <div class=\"submenus-wrapper\">\n      <div class=\"submenus-wrapper-inner\">\n        <ul class=\"submenu\" aria-hidden=\"true\">\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-1147\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/md-program-handbook\/\" >MD Student Handbook<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-88\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/handbook-and-policies\/md-student-policies\/\" >MD Student Policies<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-89\">\n      <a href=\"https:\/\/policy.usc.edu\/studenthandbook\/\" target=\"_blank\">USC Student Handbook<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-785\">\n      <a href=\"https:\/\/policy.usc.edu\/\" >USC Policies<\/a>\n  \n  \n<\/li>\n                  <\/ul>\n      <\/div>\n    <\/div>\n  \n<\/li>\n\n    \n      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-104\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/resources\/\" >Resources, Forms &#038; FAQs<\/a>\n  \n  \n<\/li>\n\n    \n      <li class=\"has-submenu menu-item menu-item-type-post_type menu-item-object-page menu-item-113 menu-item-has-children\">\n      <div class=\"link-arrow-wrapper\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/student-affairs-and-services\/\" >Student Services &#038; Student Records<\/a>\n\n      <button class=\"expand-children has-submenu arrow-toggle\" aria-expanded=\"false\" aria-haspopup=\"true\" aria-label=\"Display Submenu for Student Services &#038; Student Records\">\n        <svg height=\"35\" viewBox=\"0 0 35 35\" width=\"35\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n          <path d=\"m17.5 20.2142857 6.2142857-6.2142857 1.2857143 1.2857143-7.5 7.5-7.5-7.5 1.2857143-1.2857143z\" fill=\"#000\" fill-rule=\"evenodd\"\/>\n        <\/svg>\n      <\/button>\n    <\/div>\n  \n      <div class=\"submenus-wrapper\">\n      <div class=\"submenus-wrapper-inner\">\n        <ul class=\"submenu\" aria-hidden=\"true\">\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-114\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/academic-support\/\" >Academic Support (LEAD)<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-116\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/student-affairs-and-services\/academic-and-career-advising\/\" >Academic and Career Advising<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-646\">\n      <a href=\"https:\/\/studentbasicneeds.usc.edu\/\" >Basic Needs<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-1025\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/educational-technology\/\" >Educational Technology<\/a>\n  \n  \n<\/li>\n                      <li class=\"has-submenu menu-item menu-item-type-custom menu-item-object-custom menu-item-749 menu-item-has-children\">\n      <div class=\"link-arrow-wrapper\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/student-affairs\/\" >Office of Student Affairs<\/a>\n\n      <button class=\"expand-children has-submenu arrow-toggle\" aria-expanded=\"false\" aria-haspopup=\"true\" aria-label=\"Display Submenu for Office of Student Affairs\">\n        <svg height=\"35\" viewBox=\"0 0 35 35\" width=\"35\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n          <path d=\"m17.5 20.2142857 6.2142857-6.2142857 1.2857143 1.2857143-7.5 7.5-7.5-7.5 1.2857143-1.2857143z\" fill=\"#000\" fill-rule=\"evenodd\"\/>\n        <\/svg>\n      <\/button>\n    <\/div>\n  \n      <div class=\"submenus-wrapper\">\n      <div class=\"submenus-wrapper-inner\">\n        <ul class=\"submenu\" aria-hidden=\"true\">\n                      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-126\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/student-affairs-and-services\/financial-literacy-and-scholarships\/\" >Financial Aid, Financial Literarcy, and Scholarships<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-635\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/physicians-aid-funding-support\/\" >Physician&#8217;s Aid Funding<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-872\">\n      <a href=\"https:\/\/www.usckeckassm.org\/link-to-2018-19-sig-directory\" target=\"_blank\">Student Interest Groups<\/a>\n  \n  \n<\/li>\n                  <\/ul>\n      <\/div>\n    <\/div>\n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-637\">\n      <a href=\"https:\/\/osas.usc.edu\/\" >Office of Student Accessability Services (OSAS)<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-979\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/student-affairs\/registrar\/\" >Registrar&#8217;s Office<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-876\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/wellbeing\/\" >Student Health and Wellbeing<\/a>\n  \n  \n<\/li>\n                  <\/ul>\n      <\/div>\n    <\/div>\n  \n<\/li>\n\n    \n      <li class=\"has-submenu menu-item menu-item-type-post_type menu-item-object-page menu-item-135 menu-item-has-children\">\n      <div class=\"link-arrow-wrapper\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/teaching-faculty-information\/\" >Teaching Faculty Information<\/a>\n\n      <button class=\"expand-children has-submenu arrow-toggle\" aria-expanded=\"false\" aria-haspopup=\"true\" aria-label=\"Display Submenu for Teaching Faculty Information\">\n        <svg height=\"35\" viewBox=\"0 0 35 35\" width=\"35\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n          <path d=\"m17.5 20.2142857 6.2142857-6.2142857 1.2857143 1.2857143-7.5 7.5-7.5-7.5 1.2857143-1.2857143z\" fill=\"#000\" fill-rule=\"evenodd\"\/>\n        <\/svg>\n      <\/button>\n    <\/div>\n  \n      <div class=\"submenus-wrapper\">\n      <div class=\"submenus-wrapper-inner\">\n        <ul class=\"submenu\" aria-hidden=\"true\">\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-1068\">\n      <a href=\"https:\/\/keck.usc.edu\/md-program\/curriculum\/educational-objectives\/\" >Educational Objectives<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-792\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/committee-minutes\/\" >Committee Minutes<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-831\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/standing-committee-charges\/\" >Standing Committee Charges<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-832\">\n      <a href=\"https:\/\/keck2.usc.edu\/faculty-affairs\/\" >Faculty Policies<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-833\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/handbook-and-policies\/md-student-policies\/\" >MD Student Policies<\/a>\n  \n  \n<\/li>\n                      <li class=\" menu-item menu-item-type-custom menu-item-object-custom menu-item-836\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/access-to-student-records-elentra-medoasis\/\" >Access to Student Records, Med-LE, MedOasis<\/a>\n  \n  \n<\/li>\n                  <\/ul>\n      <\/div>\n    <\/div>\n  \n<\/li>\n\n    \n      <li class=\" menu-item menu-item-type-post_type menu-item-object-page menu-item-137\">\n      <a href=\"https:\/\/keck.usc.edu\/md-student-portal\/contact-us\/\" >Contact Us<\/a>\n  \n  \n<\/li>\n\n    \n      <\/ul><!-- m--menu -->\n<\/nav>\n\n            <\/div>\n                  <\/div>\n        <\/div>\n\n\n  <\/div><\/div>\n\n\n\n\n  \n    \n\n\n\n\n\n\n<div\n  class=\"cc--component-container cc--rich-text white\"\n\n  \n  \n  \n  \n  \n  \n  >\n  <div class=\"c--component c--rich-text\"\n    \n      >\n\n    \n  <div class=\"inner-wrapper\">\n        \n<div class=\"f--field f--wysiwyg\">\n\n    \n  <h3><strong>Policy Statement:<\/strong><\/h3>\n<p>The Keck School of Medicine of USC maintains the privacy of student education records and allows students the right to inspect their education records consistent with the requirements of the Family Educational Rights and Privacy Act of 1974 (FERPA) and the policies of the University of Southern California. Students have three primary rights under FERPA. They have the rights to inspect and review their education records; control some of the disclosure of information from their education record; and to amend their education records under certain circumstances.<\/p>\n<p><strong>Audience:<\/strong><\/p>\n<p>Medical Students<br \/>\nFaculty and Staff<br \/>\nVoluntary and Affiliated Faculty and Staff<\/p>\n<p><strong>Definitions:<\/strong><\/p>\n<p><strong>Education Record<br \/>\n<\/strong>An education record is any record (in handwriting, print, audio or video tape, film, electronic or other medium) maintained by the school of medicine, the university, or an agent of the university such as a clinical affiliate, which is directly related to the student. Information that is captured as a result of a student\u2019s various activities at the university is part of the education record. This information includes, but may not be limited to, logs, databases, or other records of websites the student has visited, purchases made at university facilities, entry day\/time into university facilities, university library use and biometric records.<\/p>\n<p>The Keck School abides by the Association of American Medial College (AAMC) <a href=\"https:\/\/www.aamc.org\/download\/448950\/data\/guidelinesformaintainingactiveandpermanent.pdf\">Guidelines for Maintaining Active and Permanent Individual Student Records<\/a>. The medical student record includes, but is not limited to, the following:<\/p>\n<p style=\"padding-left: 30px;\">1. AMCAS application<\/p>\n<p style=\"padding-left: 30px;\">2. Supplemental application<\/p>\n<p style=\"padding-left: 30px;\">3. Transcript(s) of coursework completed at other institution(s)<\/p>\n<p style=\"padding-left: 30px;\">4. Transcript of all medical school coursework<\/p>\n<p style=\"padding-left: 30px;\">5. Dates of enrollment in medical school, including matriculation date, start and end dates of each academic year, dates of leaves of absence, withdrawal, dismissal and\/or graduation date<\/p>\n<p style=\"padding-left: 30px;\">6. Student Photograph<\/p>\n<p style=\"padding-left: 30px;\">7. Medical Student Performance Evaluation<\/p>\n<p style=\"padding-left: 30px;\">8. Course Schedule<\/p>\n<p style=\"padding-left: 30px;\">9. Clerkship and Course student performance evaluations<\/p>\n<p style=\"padding-left: 30px;\">10. Disciplinary Record (final disposition of action only, i.e., dismissal)<\/p>\n<p>Retention of medical student education records follows the AAMC\u2019s Committee on Student Records (COSR)\u00a0<a href=\"https:\/\/www.aamc.org\/download\/448950\/data\/guidelinesformaintainingactiveandpermanent.pdf\">Guidelines for Maintaining Active and Permanent Individual Student Records<\/a>.\u00a0\u00a0 The full guidelines are available on the AAMC COSR website. The Keck School also abides by the University\u2019s <a href=\"https:\/\/policy.usc.edu\/records-management\/\">Record Management Policy<\/a>. Records are maintained for five (5) years post graduation or separation from the university to abide by these guidelines and those of external reporting agencies as needed for required reporting.<\/p>\n<p>The term \u201ceducation record\u201d does not include:<\/p>\n<p style=\"padding-left: 30px;\">1. Records of instructional, supervisory, administrative, and educational personnel ancillary to those persons that are kept in the sole possession of the maker and are not accessible or revealed to any other person except a temporary substitute for the maker of the record.<\/p>\n<p style=\"padding-left: 30px;\">2. An employment record of an individual whose employment is not contingent on the fact that he or she is a student, provided the record is maintained in the normal course of business and is used only in relation to the individual\u2019s employment.<\/p>\n<p style=\"padding-left: 30px;\">3. Records maintained by the university\u2019s Department of Public Safety when the record is maintained solely for law enforcement purposes, is revealed only to law enforcement agencies of the same jurisdiction, and is maintained separately from education records.<\/p>\n<p style=\"padding-left: 30px;\">4. Records maintained by the Student Health Center, University Counseling Services, the School of Dentistry, or other university entity providing health or counseling services when the records are used only for treatment of a student and are made available only to persons providing the treatment.<\/p>\n<p style=\"padding-left: 30px;\">5. Criminal background check results, toxicology screening results, and disciplinary action records proceedings.<\/p>\n<p style=\"padding-left: 30px;\">6. Records which contain only information about an individual after he or she is no longer a student at the university, such as alumni records.<\/p>\n<p><strong>Student<br \/>\n<\/strong>Any person who attends or has attended a class, seminar, or academic program of the university. A person will be considered in attendance when they have formally enrolled in a class or seminar.<\/p>\n<p><strong>School Official<br \/>\n<\/strong>A person employed by the school of medicine in an administrative, supervisory, academic, research or support staff position. A contractor, consultant, volunteer, or other outside party providing services such as voluntary faculty, resident, or staff at a clinical affiliate.<\/p>\n<p style=\"padding-left: 30px;\">1. A person employed by the school of medicine in an administrative, supervisory, academic, research or support staff position.<\/p>\n<p style=\"padding-left: 30px;\">2. A contractor, consultant, volunteer, or other outside party providing services such as voluntary faculty, resident, or staff at a clinical affiliate.<\/p>\n<p style=\"padding-left: 30px;\">3. A person defined as a University Official in the USC <a href=\"https:\/\/policy.usc.edu\/student-records\/\">Student Record Policy<\/a>.<\/p>\n<p><strong>Disclosure<br \/>\n<\/strong>To permit access to or the release, transfer, or other communication of education records, or the personally identifiable information contained in those records.<\/p>\n<p>Legitimate Educational Interest<\/p>\n<p>FERPA defines a legitimate educational interest as the need for a school official to review an education record to perform their duties.<\/p>\n<p><strong>Annual Notification:<\/strong><strong><br \/>\n<\/strong>Students will be notified annually of their FERPA rights by publication appearing in the \u201cStudent Education Records\u201d section of the Keck School of Medicine Doctor of Medicine Program Student Handbook and the University\u2019s student handbook.<\/p>\n<p><strong>Confidentiality of Student Educational Records<\/strong><strong><br \/>\n<\/strong>According to FERPA, personally identifiable information in an education record may not be released without prior written consent from the student.\u00a0Some\u00a0examples of information that\u00a0may not be released\u00a0without prior written consent of the student are:<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Birth date<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Religious affiliation<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Citizenship<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Disciplinary status<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Ethnicity<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Gender<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Grade point average (GPA)<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Marital status<\/p>\n<p style=\"padding-left: 30px;\">\u2022 SSN and student ID number<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Grades and exam scores<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Course and Clerkship Narrative Evaluations<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Medical Student Performance Evaluation (MSPE)<\/p>\n<p>The Keck School will not release personally identifiable information from a student\u2019s education record without the student\u2019s prior written consent. Exceptions are noted in the university\u2019s policy (located in the Office of the General Counsel and in the Office of the Vice President for Student Affairs) concerning the privacy of student education records and include: access by\u00a0school officials the Keck School has determined to have a\u00a0legitimate educational interest;\u00a0access by school officials at other schools where the student seeks to enroll; access for the purpose of awarding financial aid; and subpoenas.<span class=\"Apple-converted-space\">\u00a0<\/span><\/p>\n<p><strong>Directory Information:<\/strong><strong><br \/>\n<\/strong>FERPA has specifically identified certain information called directory information that may be disclosed without student consent. Although directory information may be disclosed without student consent,\u00a0the Keck School and the university are not required to release directory information.<\/p>\n<p>USC has designated the following information as directory information and may release this information, unless the student has submitted a request for non-disclosure:<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Address (local and permanent)<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Telephone number (local and permanent)<\/p>\n<p style=\"padding-left: 30px;\">\u2022 University email address<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Student photo<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Attendance dates<\/p>\n<p style=\"padding-left: 30px;\">\u2022 USC degrees earned (with dates)<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Academic honors<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Major, minor and degree objective<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Expected date of graduation<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Previous schools attended<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Enrollment status (class level)<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Currently enrolled (Y\/N)<\/p>\n<p style=\"padding-left: 30px;\">\u2022 Participation in officially recognized activities and sports<\/p>\n<p><strong>Access to Student Education Records:<span class=\"Apple-converted-space\">\u00a0 <\/span>Students<\/strong><\/p>\n<p>Medical students have access to all aspects of their student education record electronically via the learning management and student information systems, and education records maintained in paper files. <span class=\"Apple-converted-space\">\u00a0<\/span><\/p>\n<p style=\"padding-left: 30px;\">1. A student wishing to review education records that are not maintained in the learning management or student information system must submit a written request to the Keck School Registrar. This request can be emailed to <a href=\"mailto:medkeck@usc.edu\">medkeck@usc.edu<\/a>, submitted by mail to the address below, or delivered in person to the Keck School Registrar\u2019s Office in the Keith Administration building, room 218.<\/p>\n<p>Address: Keck School Registrar Office<br \/>\n1975 Zonal Avenue, KAM 218<br \/>\nLos Angeles, CA 90089<\/p>\n<p style=\"padding-left: 30px;\">2. The Keck School Registrar will assemble the student education record for review as soon as possible, usually within 5 business days, but no later than 45 days after receipt of the written request as required by FERPA.<\/p>\n<p style=\"padding-left: 30px;\">3. The Keck School Registrar will contact the student by email informing them that their education record is ready for review. The right of inspection and review includes: the right to access, with an explanation and interpretation of the record, and the right to a copy of the education record when failure to provide a copy of the record would effectively prevent the student from inspecting and reviewing the record. The school of medicine and the university may refuse to provide a copy of a student\u2019s education record provided such refusal does not limit access.<\/p>\n<p style=\"padding-left: 30px;\">4. Limitations exist on students\u2019 rights to inspect and review their education records. For example, the school of medicine is not required to permit students to inspect and review the following:<\/p>\n<p style=\"padding-left: 60px;\">o The financial statement of the student\u2019s parents and information contained therein.<\/p>\n<p style=\"padding-left: 60px;\">o Confidential letters and statements of recommendation for which the student has waived in writing his or her right to access, or which were placed in the student\u2019s education record prior to January 1, 1975.<\/p>\n<p style=\"padding-left: 60px;\">o Records connected with an application to attend the university or a component unit of the university if that application was denied.<\/p>\n<p style=\"padding-left: 60px;\">o Records excluded from the definition of \u201ceducation record\u201d by this policy.<\/p>\n<p style=\"padding-left: 60px;\">o Education records containing information about more than one student. (However, the institution must permit access to that part of the records that pertains only to the inquiring student.)<\/p>\n<p style=\"padding-left: 30px;\">5. The school of medicine reserves the right to charge a reasonable fee for the cost of providing a copy of education records to students. There is no charge for a transcript for a current student.<\/p>\n<p style=\"padding-left: 30px;\">6. With respect to education records to which students retain a right of access under this policy, the school of medicine reserves the right to deny students copies of academic transcripts and other records under any of the following circumstances:<span class=\"Apple-converted-space\">\u00a0<\/span><\/p>\n<p style=\"padding-left: 60px;\">1. The student has an unpaid financial obligation to the university.<\/p>\n<p style=\"padding-left: 60px;\">2. There is an unresolved disciplinary action against the student.<\/p>\n<p style=\"padding-left: 60px;\">3. The veracity of the academic transcript or record is in question.<\/p>\n<p><strong>Restricting Release of Education Record: Students<\/strong><strong><br \/>\n<\/strong>According to FERPA, a student can request that the school of medicine not release directory information about them. Students who wish to restrict the release of their information must\u00a0submit an email to <a href=\"mailto:medkeck@usc.edu\">medkeck@usc.edu<\/a> with \u201cRequest to Restrict Directory Information\u201d in the subject line. The email request\u00a0must\u00a0originate from the student\u2019s USC email account. The student must also make this request with the University\u2019s Registrar\u2019s Office by submitting an email request to <a href=\"mailto:registrar@usc.edu\">registrar@usc.edu<\/a> with \u201cRequest to Restrict Directory Information\u201d in the subject line. The email request must originate from the student\u2019s USC Email account. In the request, the student must specifically state whether to:<\/p>\n<p style=\"padding-left: 30px;\">1. restrict the listing of their information on the university\u2019s student directory, which is available only to USC students, faculty, and staff.<\/p>\n<p style=\"padding-left: 30px;\">2. restrict the release of their information to any inquirer (for example: current enrollment at USC, class level, major, expected graduation date, degrees earned); or<\/p>\n<p style=\"padding-left: 30px;\">3. restrict both above (remove student\u2019s listing on the USC student directory AND refuse to provide any information about the student to an inquirer).<\/p>\n<p>Students who request that the Keck School of Medicine and USC restrict the release of their information acknowledge that their names will not appear in the commencement bulletin or other university publications. Employers, credit card companies, loan agencies, scholarship committees and other similar entities will be denied any of the student\u2019s information and will be informed that we have no information available about the student\u2019s attendance at the Keck School of Medicine and the university.<\/p>\n<p><strong>Correction of Education Records: Students<br \/>\n<\/strong>Students have the right to request correction of records that they believe are inaccurate, misleading, or in violation of their privacy rights. This provision for amendment does not apply to disputed grades or other academic evaluation disputes. Following are the procedures for the correction of records.<\/p>\n<p style=\"padding-left: 30px;\">1. Students are entitled to an explanation of any information contained in records to which they have a right of access under this policy. If a student believes his or her records are inaccurate, misleading, inappropriate, or otherwise in violation of his or her right of privacy, he or she may request that the records be amended. The written request should identify the part of the record the student wants changed, should specify the reason the student believes it is inaccurate, misleading or in violation of his or her privacy rights, and should indicate the nature of the change or amendment desired.<\/p>\n<p style=\"padding-left: 30px;\">2. The Keck School registrar will review the request within ten business days and may consult the Vice Dean for Medical Education.<\/p>\n<p style=\"padding-left: 30px;\">3. If the request is granted, the Keck School Registrar will amend the record in question. If the request is denied, the student shall be informed of the refusal and advised of the right to a hearing.<\/p>\n<p style=\"padding-left: 30px;\">4. In instances when a dispute cannot be resolved between the student and the Keck School Registrar, the student may request a formal hearing by the university to resolve the issue. Questions about and requests for formal hearings should be directed to the Office of the General Counsel. This provision for amendment does not apply to disputed grade information on academic transcripts. More information about the hearing process can be found in the University of Southern California\u2019s <a href=\"https:\/\/policy.usc.edu\/student-records\/\">Student Records Policy<\/a>.<\/p>\n<p><strong>Access to Student Education Records:<span class=\"Apple-converted-space\">\u00a0 <\/span>School Officials<\/strong><\/p>\n<p style=\"padding-left: 30px;\">1. Access to student education records is provided to school officials with a legitimate educational interest to perform their duties. Access is provided through the learning management and student information systems.<span class=\"Apple-converted-space\">\u00a0 <\/span>Access will be terminated upon separation from the school or position where access was required for the performance of duties.<\/p>\n<p style=\"padding-left: 30px;\">2. To obtain access to the learning management system and\/or student information system, a User Access Form must be submitted. A code of conduct is included in the User Access Form and school officials are required to confirm that they will adhere to this code before access to student education records is granted. School officials are only provided access to the portion of the student education record needed to perform their duties.<\/p>\n<p style=\"padding-left: 30px;\">3. Depending on the level of access need, FERPA training will be required, and training must be redone according to USC policy to maintain access to students\u2019 education records.<span class=\"Apple-converted-space\">\u00a0<\/span><\/p>\n<p>If the student education record does not exist in these platforms, the school official will need to submit a written request to the Keck School Registrar to obtain access to the student education record. The request will be reviewed and acted upon in consultation with the Vice Dean for Medical Education and in accordance with FERPA, school of medicine and university policies.<\/p>\n<p>Questions about the Student Records Policy should be directed to the Keck School Registrar.<\/p>\n<p>Email:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <a href=\"mailto:medkeck@usc.edu\">medkeck@usc.edu<\/a><br \/>\nPhone: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 323-442-1875<br \/>\nOffice Location:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Keith Administration Building, Room 218, Health Sciences Campus<\/p>\n<p>Reviewed and Approved April 16, 2025<\/p>\n<p>Medical Education Executive Council<\/p>\n\n\n\n<\/div>\n  <\/div>\n\n\n  <\/div><\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":268,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":true,"advgb_blocks_editor_width":"","advgb_blocks_columns_visual_guide":"","footnotes":""},"class_list":["post-561","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.2 (Yoast SEO v28.2) - 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