Medical Student Information Privacy Policy

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IUSM-PO-EDU-EMR-0006

Full Policy Contents

Scope
Policy Statement
Reason for Policy
Definitions

ADDITIONAL DETAILS
Additional Contacts
Forms
Related Information
History

Effective: 12/06/2016
Last Updated: 11/16/2016

Responsible University Office:
Dean’s Office – Educational Affairs

Responsible University Administrator
Executive associate dean for educational affairs

Policy Contact:
Assistant dean for academic records and promotion
dreeser@iu.edu

RESPONSIBLE IUSM registrar
ACCOUNTABLE Assistant dean for student records and promotion
SUPPORT Medical Student Education
CONSULT IUPUI Registrar’s Office
INFORM Students

LCME Standards

11.5 Confidentiality of Student Educational Records


Scope

This policy applies to faculty, staff, students, contractual agents of the institution, and individuals requesting access to student information.


Policy Statement

The Indiana University School of Medicine adheres to Indiana University Policy USSS-05 “Release of Student Information Policy” (http://policies.iu.edu/policies/categories/academic-faculty-students/university-student-services-systems/USSS-05-release-student-information.shtml) and Policy USSS-06 “Student Rights Under FERPA” (http://policies.iu.edu/policies/categories/academic-faculty-students/university-student-services-systems/USSS-06-student-rights-under-FERPA.shtml). The IU policy is applicable to the IUSM and the assurance of the confidentiality and privacy of medical student academic records. Key aspects of this policy are documented below.


Reason for Policy

To ensure the privacy of an IUSM student’s academic records and to enable a student to access his/her academic records.


Approval

Approved by the Curriculum Council Steering Committee 12/6/2016.


Procedures

Student Rights under FERPA:

IUSM students may review their rights under FERPA with respect to accessing their education records at http://policies.iu.edu/policies/categories/academic-faculty-students/university-student-services-systems/USSS-06-student-rights-under-FERPA.shtml.

Release of Student Information:

Indiana University has designated that directory information or public information identified in the above-referenced hyperlink may be released without student consent if the student has not filed a FERPA restriction. A student has the right to request non-disclosure of directory information by completing and submitting the FERPA Restriction Form (http://registrar.iupui.edu/relstinf.html) to the IUPUI Registrar’s Office or the IUSM Registrar’s Office.

Personally identifiable/private information cannot be released without written consent of the student to a third-party, non-school official, unless an exception applies as identified in Policy USSS-05. School officials may use these data for educational purposes. 

Third-Party Access to Student Education Records:

A student may grant third-party access to education records by completing and submitting the Release of Student Information Consent form found at http://registrar.iupui.edu/confidentiality.html. All releases of information to third parties will be kept as part of the student’s record. 

Student Access to Records:

An IUSM student may gain access to his/her education record by following the procedure outlined in the Student Rights under FERPA policy above. For ease of reference this procedure is briefly outlined below:

  • Submit to the IUSM registrar a written request that identifies the education record to be inspected.
  • Within 45 days of the student’s request, the IUSM registrar will make arrangements and notify the student where and when the requested record can be inspected.
  • A medical student may request an amendment to the content contained in his/her educational record by submitting a written request to the IUSM registrar clearly identifying the part of the record he/she wants changed and specifying why it is inaccurate or misleading. The registrar facilitates the investigation of the request with the appropriate school official. Once a final decision is made, the IUSM registrar communicates the decision to the student. If the student wishes to challenge the decision, he/she has the right to appeal to the executive associate dean for educational affairs, who makes the final decision about any appeal.

IUSM Faculty and Staff Access to Student Education Record Information:

School officials are required to complete the IUPUI FERPA tutorial before being granted access to systems where student records are stored. Student records are open to faculty and staff officials who have a legitimate educational purpose to access student information, except where access is prohibited by special policies, such as those governing medical and psychological records. School officials can complete FERPA training and find additional resources at https://ferpa.iu.edu


Definitions

Certain definitions and principles contained in the law and proposed guidelines are specifically adopted in the policy:

Student” is defined as one who has attended or is attending IU and whose records are in the files of the university.

Educational records” for the IUSM are stored electronically in the school’s secure document management system. Those records are stored in the school and university’s student information system and/or in the university’s electronic document management system. They may include the student’s transcript, course evaluations, student photos, national exam scores, medical student evaluations from a course or clerkship, certain official correspondences from school committees, a student’s medical student performance evaluation letter (formerly the dean’s letter), and email containing information about a medical student’s educational activities.  

Public information” is limited to name; hometown (city, state), university email address; major field of study; dates of attendance; admission or enrollment status; campus; school or division; class standing; degrees and awards; activities; sports; and athletic information.

“Personally identifiable/private information” cannot be released to the public and has some limitations on release within the university. The information is generally considered to be sensitive or an invasion of privacy if disclosed. At IU, private information includes a student’s Social Security number, student ID number, ethnicity/race/nationality, gender, date of birth, grades, GPA, parent information, classes in which a student is enrolled, and pictures.

Record” means any information or data recorded in any medium, including but not limited to handwriting, print, tapes, film, microfilm, microfiche, and electronic media.

A “school official” is a person employed by the university in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted as its agent to provide a service (such as an attorney, auditor, collection agent, learning management system vendor, or other contractor who has agreed to assume responsibility specifically for the security of student records in the capacity of a school official); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. Faculty members are considered to be advisors with a legitimate educational interest for all students currently enrolled in their classes or seeking enrollment and others whom they may be advising on an assigned basis. 


Additional Contacts

Subject Contact Phone Email
Policy Amanda Ybarra (317) 274-1971 ajybarra@iu.edu

Related Information

USSS-05 – Release of Student Information Policy:  http://policies.iu.edu/policies/categories/academic-faculty-students/university-student-services-systems/USSS-05-release-student-information.shtml.

USSS-06 – Student Rights Under FERPA:  http://policies.iu.edu/policies/categories/academic-faculty-students/university-student-services-systems/USSS-06-student-rights-under-FERPA.shtml.

Access, Confidentiality and Disclosure of Student Records:  http://registrar.iupui.edu/confidentiality.html.

A Frequently Asked Questions FAQ is available at http://registrar.indiana.edu/policies/ferpa/student-privacy-faq.shtml


History

Policy revisions approved by the Curriculum Council Steering Committee 12/6/2016.

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