Rules for Access to Student Records

The University of Virginia has adopted certain policies and procedures to protect the privacy rights of students. These rules are in compliance with the Federal Family Educational Rights and Privacy Act of 1974, as amended (20 USC 1232g), and the Rules of the Department of Education (45 C.F.R. 99).

Types of Educational Records

A file for each student is maintained in the Office for Student Affairs (room 1162, McKim Hall). This file includes records of his/her application for admission, including the AMCAS form from the Central Application Service, a transcript of college grades, and MCAT scores. The file also includes evaluation reports from principal of medicine courses, clerkships/selectives, and electives. Notes of conferences of the student with the Sr. Associate Dean for Education are kept as well. Correspondence to the student or regarding the student, including the MSPE (Dean's letter for residency application), are kept in the student's file. Scores for the United States Licensing Examination are also kept there. In a separate file in the Office for Student Affairs, a record of medical school grades is maintained. The Student Financial Aid Office maintains records related to financial aid application and processing.

Students can look at their own student file (you must show your Health System ID). Materials in the student file cannot be modified, removed or copied.

In the University of Virginia Registrar's Office, student database information and an official transcript are maintained. To check your grades you can call their Hotline (296-4747) or visit their web site at:

http://www.virginia.edu/registrar/gradereport.html

Transcripts

Students needing an official transcript for scholarships, special programs, insurance should request one from the University Registrar's Office.

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