Per the policy of the University of Southern California, students have three primary rights under FERPA. They have the rights to: inspect and review their education records; have some control over the disclosure of information from their education record; and seek to amend their education records, under certain circumstances.
Students and former students have rights to inspect and review their education records within 45 days after the KSOM Registrar receives the request for access. 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’s education record provided such refusal does not limit access.
Limitations exist on students’ rights to inspect and review their education records. For example, the institution is not required to permit students to inspect and review the following:
- Financial information submitted by parents.
- 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.)
- Confidential letters and recommendations placed in the student’s file before January 1, 1975.
- Confidential letters and statements of recommendation, placed in the records after January 1, 1975, to which the student has waived his or her right to review and that are related to the student’s admission, application for employment or job placement, or receipt of honors. Upon a request from a student, he or she will be notified of the names of the persons making the recommendations and that such recommendations cannot be used other than for their intended purposes.
A student has the right to request amendment to any of their education records that they believe are inaccurate, misleading, or otherwise in violation of their privacy rights under FERPA. Should a student believe an education record is inaccurate or misleading, a request for amendment or correction should be addressed, in writing, to the KSOM Registrar.
The registrar will review the request, consult the Vice Dean for Medical Education, and may correct or amend the record in question or may determine that the record is accurate as it stands.
In instances when a dispute cannot be resolved between the student and the office maintaining the record in question, 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.
Reviewed and Approved 11, 15, 2023
Medical Education Executive Council