SOM 3020 - Educational Records

Authorizing Body:

Office of Admissions and Enrollment Management

Date Issued:

August 1, 2011

Last Update:

October 20, 2025

Rationale:

Scope and Applicability:

This policy applies to all student educational records maintained by the OUWB School of Medicine. It specifies how the School of Medicine implements the University’s policy 470 Release of Student Educational Records.

Standard Practice Guideline:

1. The OUWB School of Medicine adheres to OU’s administrative policy and procedure 470 Release of Student Educational Records.

2. Access to a student’s educational record is limited to school officials who have a need to perform an administrative duty or function.

3. Students have the right to opt out of directory information as well as challenge the accuracy of their educational records They may do this through the following procedures.

Procedures:

1. School of Medicine students who wish to opt out of directory information should submit a completed Request for Nondisclosure of Directory Information form to the Office of Records and Registration. This form may be submitted at any time. The student may rescind the request at any time by submitting a Removal of Request for Nondisclosure of Directory Information form.

2. Request for Obtaining Educational Records: A School of Medicine student may request inspection of their educational record by submitting a written, dated request to the Office of Records and Registration. Examples of information in a student’s educational record include grades, scores, narrative evaluations that were collected as part of a course, registration, attendance, disciplinary actions that were handled internally by the School of Medicine, and admissions records. 

   1. When an inspection request is received, the School of Medicine’s Director of Records and Registration will make the educational record available to the student within forty-five (45) calendar days. 

   2. Upon reasonable request, an explanation and interpretation of the educational record may be provided.
      

3. Reporting Inaccurate Educational Record Information: A School of Medicine student who believes that information in their educational record is inaccurate, misleading, or violates their privacy rights may request the educational record be amended by submitting the Amendment of Inaccurate Educational Record Request form to the Office of Records and Registration. 

   1. When an inspection request is received, the School of Medicine’s Director of Records and Registration will initiate an investigation and make a written recommendation to the Associate Deans for Preclinical and Clinical Education within thirty (30) calendar days. 

   2. The appropriate associate dean will make a decision and notify the student within fourteen (14) calendar days. 

   3. If the associate dean does not agree with the request, the student will be offered the opportunity to have a hearing on the matter, which the student may accept by submitting a written request to the Associate Dean for Preclinical or Clinical Education within thirty (30) calendar days. The student will be given reasonable notice of the date, time, and place of the hearing. 

      1. 1. 1. The Associate Dean for Preclinical or Clinical Education will designate an individual outside of their reporting line as the Hearing Officer. The Hearing Officer will conduct the hearing.

            2. The student will have the opportunity to present relevant evidence and may be assisted or represented at the hearing by individuals of the student’s choosing. The student will be notified of the Hearing Officer’s decision within a reasonable period after the hearing. The decision will be in writing and based solely on the evidence presented at the hearing and will include a summary of the evidence and basis for the decision. 

            3. If the decision is in favor of the student, the educational record will be amended. 

            4. If the decision is not in favor of the student, the Hearing Officer will inform the student of their right to place a statement in the educational record commenting on the contested information or stating why they disagree with the Hearing Officer’s decision. The statement will be maintained in the educational record for as long as the contested information is maintained, and disclosed whenever the contested information is requested.

   4. There are certain student records that are maintained by OU offices outside of the School of Medicine. Examples of these records are OU transcripts and financial services documents (financial aid and student employment records). The Associate Dean for Admissions and Enrollment Management is available to assist students in identifying the appropriate office(s) to which their request should be made.

   5. Students wishing to challenge a course grade should refer to the School of Medicine’s Grade Appeal Procedure.

Definitions:

Directory Information:
Directory information means the following information about a student: Their name, university email address, degrees, honors and awards received (including without limitation scholarships and eligibility for inclusion in honor societies), degrees applied for, major field of study, enrollment status, dates of attendance, class code, most recent educational agency or institution attended, School of Medicine residency match results, participation in officially recognized activities and sports, weight and height of members of athletic teams, photographic or electronic images, and place and date of birth.

Directory information also includes a student’s home address and telephone number. Such information will only be disclosed to third parties if (i) the student has not opted out of directory information, (ii) the University (including the School of Medicine) has entered into a written contract (“Contract”) with the third party that expressly requires the disclosure of a student’s home address and telephone number, (iii) the Contract conforms to applicable law and the legal standards and requirements of the University’s Vice President for Legal Affairs and General Counsel, and (iv) the Contract has been signed by the University’s President or one of the University’s Vice Presidents.