The Family Educational Rights and Privacy Act of 1974 (FERPA) places certain limitations on the disclosure of personally identifiable student information maintained by Philadelphia College of Osteopathic Medicine with respect to students, limits access to academic records and gives students certain rights with respect to educational records, including the right to access, the right to obtain copies, the right to seek correction of such records through informal and formal internal procedures and the right to place a statement in such educational records explaining any information which he or she believes to be inaccurate or misleading.
Directory Information
Philadelphia College of Osteopathic Medicine considers certain information to be "directory information" under the Family Educational Rights and Privacy Act and, therefore, subject to disclosure without prior consent to the student. Unless written objection is received by the Registrar the College will treat the following as directory information to be released at the discretion of the Registrar's Office:
Access to Student's Record
Access to a student's record may be granted to school officials determined to have a legitimate educational interest. The custodian of the records must determine the legitimacy of each request.
A school official is determined to have a legitimate educational interest if the information requested is required for that official to:
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Perform appropriate tasks that are specified in his/her position/description or contract/agreement
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Perform a task related to the student's education
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Perform a task related to the discipline of a student
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Provide a service or benefit relating to the student or student's family such as health care, counseling, job placement or financial aid.
The school official is not authorized to share that information with a third party without the student's written permission. Such information, when it has fulfilled its original purposed, should be returned to the originating office.
All other access to a student's record is granted in accordance with the Family Educational Rights and Privacy Act.
Maintenance of Student Records:
There is one Admissions file for each applicant per program for which he or she applies. This file is kept in the Office of Admissions until matriculation. At the point of matriculation the file is released to the Registrar's office and the following materials are retained from the Admissions file:
- AACOMAS Profile
- Completed Technical Standards Form
- Criminal Background checks
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Current Application
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Letters of Acceptance and Prepayment
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Previous Applications and Decision-related Correspondence
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Standardized Test Scores (i.e. MCAT, GRE, MAT)
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Transcripts
When the student matriculates, all other materials in the applicant file are purged in accordance with the Family Educational Rights and Privacy Act of 1974, as amended.
Any duplicate files which do not comply with the following policy are liable for subpoena.
The above-mentioned retained information becomes a part of the student's permanent record, which is maintained in the Registrar's Office. Other data accrued during the student's tenure at the College including, but not limited to, transcripts, board scores, academic status letters (i.e. probation, warning, dismissal), name change documentation, and change of student status documentation will be placed in the student's file.
Copies of grades or transcripts from other institutions, criminal background checks, and copies of scores from national tests (MCAT, National Board, etc.) will not be released by PCOM. Students must contact the institution that issued grades, transcripts or tests scores to obtain copies or to have copies sent for any reason.
Complaints
Complaints regarding alleged violations of rights accorded students by the Family Educational Rights and Privacy Act or the regulations promulgated thereunder may be directed in writing to:
Family Educational Rights and Privacy Act Office
U.S. Department of Education
Room 4511, Switzer Building
400 Maryland Avenue S.W.
Washington, D.C. 20202
