The Family Educational Rights and Privacy Act (FERPA) of 1974 sets forth requirements regarding the privacy of student education records. FERPA governs the release of these records maintained by an educational institution and access to these records.
Students have three primary rights under FERPA:
UCLA sets clear guidelines regarding disclosure of information from student records. For detailed information, please check here: UCLA Policy 220
The Liaison Committee on Medical Education (LCME) also addresses access to and disclosure of student records in Standards 11.5 and 11.6 which can be viewed here: http://lcme.org/publications/
David Geffen School of Medicine Family Educational Rights and Privacy Act (FERPA) Policy
It is the purpose of this policy to provide reasonable interpretations of the Federal Family Educational Rights and Privacy Act and to protect the student's right to privacy as guaranteed therein. This DGSOM policy is designed to ensure that student educational records are available only to faculty and administration who are permitted to review them in accordance with FERPA, and accessible to DGSOM students and their designees as stipulated below.
1. Students may request in writing for themselves or any other individual(s) to be granted access to their student records. Access is provided by extracting and securely transmitting the requested records. Access is not granted directly to the system of record.
2. Educational Data Staff within the Education Technology Services unit of DGIT have access to medical student records for the purpose of building and maintaining data systems and reporting.
3. Access to student data within digital systems is role-based and assigned based upon the specific educational role of the faculty or staff on a “need to know” basis.
4. Faculty and Administrative Access to DGSOM’s Student Information System (SIS):
5. Faculty and Administrative Access to Evaluations of Student Performance:
6. Access to student clinical skills and simulation assessment data is determined by the Faculty of record and/or course coordinator for a given assessment activity and is provided for a limited time for student review. Faculty of record and/or course coordinator accounts are managed by the Curricular Affairs and Simulation Center staff and access is limited to data for a given assessment activity.
7. “Legitimate Educational Interest" means: (1) the information or record is relevant and necessary to the accomplishment of some task or determination; and (2) the task or determination is an employment responsibility for the inquirer or is a properly assigned subject matter for the inquirer. University officials with a "legitimate educational interest" may include:
Approved by Clarence H. Braddock, III, M.D., MPH, MACP, Vice Dean for Education, July 2019