Student Academic Records
Baylor College of Medicine and the Office of the Registrar make every effort to ensure that all information remains confidential in accordance with the Family Educational Rights and Privacy Act.
The Office of the Registrar is responsible for maintenance of all official academic records of students.
BCM's policy regarding creation and maintenance of student academic records is based upon practices recommended by the American Association of American Collegiate Registrar's and Admissions Officers. In addition, the school's policy is governed by regulations affecting educational institutions written by the Department of Health. Review of a copy of these policies is available in the Office of Student Affairs.
BCM maintains a file on each student. Included in a student file is the student's original application form, the undergraduate college record, and the letter of acceptance. Subsequent to enrollment at Baylor College of Medicine, the student file contains course enrollment forms, grades, National Board Scores, letters of correspondence concerning the student, narrative summaries rendered by the faculty concerning the student's academic work, letters indicating actions of the Promotions Committee, communications concerning scholarships and loans, and other correspondence relating to the student's education at Baylor. In addition to written material kept in the student's file, BCM maintains general information about each student, courses taken, grades, summary statements of academic action, and enrollment information.
Subsequent to graduation, withdrawal, or dismissal the academic record is sealed. Grades are not posted to an individual's academic record in the college's student information system after graduation, withdrawal or dismissal nor will written evaluations be made part of the academic record after graduation, withdrawal or dismissal. Requests for transcripts, enrollment verification, loan deferments, certification of graduation, certification of diplomas, state licensure forms, and hospital privileges will be retained for one year and then scheduled for destruction.
It is institutional policy that the material contained in a student record is confidential, with transfer of such information within the school permissible only for legitimate academic purposes. The school complies with the provisions of both the Public Information Act of 2004 and the Family Educational Rights and Privacy Act (FERPA).
A student, by means of verbal or written request to the registrar, may examine his or her student academic records at BCM. These records shall be made available for review by the student as promptly as possible. The scademic records shall be examined in the office in which they are kept, under observation, and shall not be altered, destroyed, or removed from the office. Material in records which relate to more than one individual will not be made available for direct review, but the student will be told the information on such academic records which relate to him or her. Former students have the same access to their academic records as those currently enrolled. All personnel outside of the Office of the Registrar and a senior associate dean in Student Affairs must sign the written form kept within the record and indicate the date and the reason for the review.
A student may obtain a copy of his or her student academic record. The costs of photocopying or duplicating records shall be borne by the student. Students may challenge the accuracy of information contained in a record. In the case of a challenge, the student should meet with the faculty member or administrative official responsible for the information and may, through discussions with the student, concur with the challenge points and correct or delete the information accordingly. Those corrections or deletions must be made in writing. If a change in a grade is made, the faculty member must indicate in writing the reason for doing so. If the faculty member is unwilling to amend the academic record, the student should discuss this issue with a senior associate dean in Student Affairs. If a satisfactory solution can not be reached the student may request that the Dean of Medical Education review the appeal and render a decision.
Any review of information in the file by the faculty members and administrative officers, other than by those persons responsible for keeping the academic records or a senior associate dean in Student Affairs requires the dated signature of the faculty member or administrative official on a written form kept within the records. The reviewer must include a brief statement indicating the reason for review of the record.
The student will be notified of the transfer of any information within the student file to persons or institutions other than those associated with or affiliated with BCM. Such information may be transferred only:
- By reason of a valid subpoena or judicial order of a court;
- To federal or state educational agencies providing the agency requests the information in writing and specifies the purpose for acquiring the information;
- To organizations responsible for the accreditation of Baylor College of Medicine;
- Upon written request of the student to persons he or she designates (e.g., educational institutions, hospitals, and licensing boards, etc.)
- Letters of evaluation (or transcripts) of medical students, based upon information in the student file, will be prepared by a senior associate dean in the Office of Student Affairs upon the receipt of a written request from the student identifying the persons, institutions, hospitals, or licensing boards to which the letters (or transcripts) are to be sent.
The academic records of students shall be kept under the name used for admission to Baylor College of Medicine, unless the student properly files a change-of-name form with supporting legal documentation with the Office of the Registrar.
Name changes are not processed in BCM's student information system once a student has officially graduated from the college. All requests for replacement/duplicate diplomas should be directed to the Sr. Director, Student Affairs & Registrar.
Deceased Students: The College will not permit the release of academic records of deceased students unless authorized in writing by the executor/executrix of the deceased student's estate.