Office of the Registrar
Last updated: July 26th, 2022 at 12:42 pm
Student Academic Files
WAUSM adheres to the Family Educational Rights and Privacy Act of 1974 (FERPA) policies regarding the maintenance of student academic files. The policy can be found in the WAUSM Student Handbook.
Medical Student Education Records
The Medical Student Education Records Policy ensures that all medical student educational records are kept in a secured, confidential manner. Students who wish to inspect their personal academic records must submit a written request and follow the procedures detailed in the Policy section.
This WAUSM Medical Student Education Record Policy affords students:
• the right to inspect their educational records within 45 days of a request
• the right to seek to amend their educational records
• the right to have some control over the disclosure of information from their educational records
• the right to file a complaint with the U.S. Department of Education’s Family Policy Compliance Office.
Students may submit a formal request to review, and/or request amendment of their educational record. The Office of the University Registrar will review said requests along with the SADSA and will notify the students of the outcome.
Medical student education records are kept in a secure manner to maintain confidentiality and integrity of the records. To preserve the accuracy of student educational records, which contain student academic records, a student wishing to inspect and review their educational records will be required to submit a written request and follow these procedures:
a. Students submit written requests that identify the record(s) they wish to inspect to the Office of the University Registrar who will process the request and will inform the SADSA of the request.
b. If approved for review by the Office of the University Registrar, the Office of the University Registrar will arrange for access and notify the current or former student of the time and place where the records may be inspected.
c. The record will be made accessible to the student within 45 business days of the request. Medical students are not permitted to inspect:
i. admissions interviews and recorded data
ii. confidential letters of recommendation if the student has waived their right of access in writing educational records containing information about more than one student, in which case the medical school will permit access to the part of the record which pertains only to the inquiring student
Request to Amend Contents of Medical Student Education Records
a. Medical students have the right to request an amendment of their educational records that they believe is inaccurate or misleading.
b. If a student believes any information in the file is inaccurate or misleading (other than the evaluation of performance in clerkships) or is otherwise in violation of their privacy or other rights, they should consult with the person who provided the information.
c. If the matter remains unresolved, the student should submit a written request for amendment to the Office of the University Registrar by emailing firstname.lastname@example.org.
d. The Office of the University Registrar will inform the SADSA of the request. Note that this process is directed towards clerical errors.
e. Requests for substantive changes to the student’s records such as a grade change, change in an evaluation opinion, change in an academic evaluation, or change in the outcome of a disciplinary proceeding are not grounds for correction or a formal hearing under this policy.
f. The Office of the University Registrar, in consultation with the SADSA, will review the request and make a decision.
g. The student will be notified within a reasonable period of the decision and will be informed by the SADSA or the Office of the University Registrar of their right to a formal hearing.
h. All requests for formal hearings associated with challenging the content of a student’s educational records should be based on allegedly inaccurate or misleading information contained in the educational records or in cases where the records allegedly violate the student’s privacy rights will be conducted in accordance with the relevant provisions of FERPA.
i. The student will be notified of the university’s decision in writing within a reasonable period after the hearing.
j. The university will inform the student of their right to place a statement in the record commenting on the contested information in the record and/or stating why they disagree with the decision of the agency or institution, or both.
k. If the university places such a statement in the student’s educational records, the university will maintain the statement with the contested part of the record for as long as the record is maintained and disclose the statement whenever it discloses the portion of the record to which the statement relates.
l. Students may also file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA at:
Family Policy Compliance Office
U.S. Department of Education400 Maryland Avenue, SW
Washington, DC 20202-4605
Family Educational Rights and Privacy Act (FERPA)
WAUSM respects the rights and privacy of its students and acknowledges the responsibility to maintain confidentiality of personally identifiable information.
The Family Educational Rights and Privacy Act of 1974 (FERPA) affords a student certain rights with respect to their education records. These rights include:
a. The right to inspect and review the student’s education records within 45 days of the day the university receives a request for access. A student should submit to the Office of the University Registrar a written request that identifies the record(s) the student wishes to inspect. The Office of the University Registrar will arrange for access and notify the student of the time and place where the records may be inspected.
b. The right to request the amendment of the student’s education record that the student believes is inaccurate or misleading. A student who believes that their education records contain information that is inaccurate or misleading or is otherwise in violation of the student’s privacy or other rights, may discuss his or her concerns informally with the Office of the University Registrar. If the decision agrees with the student’s requests, the appropriate records will be amended. If not, the student will be notified within a reasonable period that the records will not be amended and will be informed by the Office of the University Registrar of his or her right to a formal hearing.
c. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the university in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted (such as an attorney, auditor, collection agent, loan servicing agent, or the National Student Clearinghouse); 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 their tasks. A school official has a legitimate education interest if the school official needs to review an education record to fulfill their professional responsibility. Upon request, the university may disclose educational records, without consent, to officials of another school in which a student seeks or intends to enroll or is already enrolled, so long as the disclosure is for purposes related to the student’s enrollment and transfer.
d. The right to file a complaint with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, D.C., 20202-4605, concerning alleged failures by Western Atlantic University School of Medicine to comply with the requirements of FERPA.
e. The right to be notified of students’ rights under FERPA occurs at each matriculation. The Office of the University Registrar sends a FERPA notification via email to matriculating students. Western Atlantic University School of Medicine hereby designates the following student information as public or directory information. Such information may be disclosed by the institution for any purpose, at its discretion:
i. student name
ii. local and home address
iii. telephone numbers
iv. email addresses
v. photo I.D.
vi. major field of study
vii. participation in sports
viii. place of birth
x. dates of attendance
x. degrees, honors, and awards received
xi. enrollment status
xii. year in school
xiii. anticipated graduation date
xiv. Residency MATCH results
Release of Student Information
a. A student can give consent to permit Western Atlantic University School of Medicine to discuss and/or release personal identifiable information to a third party such as a spouse, a parent, a guardian, etc.
b. This consent must be provided in writing with the student’s signature. To provide a written consent, complete the Release of Information Authorization form available on the WAUSM Student Hub Canvas Course.
c. A student may also withhold directory information (as defined above) by submitting a written request to the Office of the University Registrar. Written requests remain in the student’s permanent record and no information will be released, unless the student requests this to be changed.
d. Completed forms and written requests may be mailed to Western Atlantic University School of Medicine, Office of the University Registrar, 7901 SW 6th Ct. Suite 350, Plantation, FL 33324, or scanned and emailed to registrar@WAUSM.education.
University personnel may use administrative discretion with parental or legal guardian notification, in writing and/or by phone, of a student younger than 21 years of age when violations of university alcohol or drug policies occurs, or when a student’s health or safety is at issue.
Deceased Student Records
a. Records of a deceased student will be made available to the parent(s), spouse, or executor/executrix of the deceased student and other authorized parties upon written request.
b. The request must include the need for the records, must identify the requestor’s relationship to the deceased student, and must be accompanied with an official record certifying authorization to receive the student records—e.g., assignment as executor/executrix.
c. An official copy of the death certificate must accompany the request if the university does not have prior notice of the student’s death. The university reserves the right to deny the request. For additional assistance on this matter, students should contact the Office of the University Registrar.
Health Care Privacy (HIPPA) Policy
Patient confidentiality is critical for physicians-in-training as it is paramount in establishing and maintaining the patient-doctor relationship. WAUSM students must follow Health Insurance and Portability and Accountability Act (HIPAA) rules when participating in clinical activities at affiliated hospitals and clinics.
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) requires “covered entities” to abide by the regulations governing the privacy, confidentiality, and security of protected health information, defined as individually identifiable health information created, received, or maintained.
HIPAA compliance includes maintaining confidentiality of paper and electronic health records. When violations of HIPAA by a student are identified by a hospital, clinic, physician’s office, or other treatment facility, the violation will be reviewed by the Student Progress Committee (SPC) which will recommend remediation and and/or sanctions, including the possibility of required withdrawal or expulsion.
WAUSM students may consult with pre-clerkship and clerkship faculty, clinical mentors and attending physicians, clinical preceptors, and/or the Office of Student Affairs for guidance and support with ethical dilemmas that may arise during their training.
The academic catalog describes the educational program and activities available at WAUSM. WAUSM’s curriculum is designed to build a solid foundation and positions students for success.
The information contained in the student handbook serves as a guide for students throughout their academic, clinical, and extracurricular life as members of the WAUSM community.