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MUSC Bulletin | Academic Policies

Academic Policies and Information

The Medical University Bulletin is the document of authority for all students. Provisions contained herein may be amended, altered, or changed without prior notice when mandates from the South Carolina legislature or when conditions otherwise beyond the control of the University necessitate revision. Changes to university-wide academic policies are viewed and approved by the Education Advisory Committee and the Deans' Council.  At the Provost’s discretion, substantive changes are also submitted to the Board of Trustees for approval.  Documentation of changes are maintained by the Office of Enrollment Management and the Provost's office. The Bulletin should not therefore be relied upon as a contract but is intended solely as a guide for the student and is subject to change with the needs of the University.

Academic integrity relies upon an atmosphere among faculty, students, and administrative staff characterized by faithful adherence to standards which are conducive to the learning process. Policies and procedures are established and maintained to ensure that these standards are supported. Violation of these standards may result in sanctions against the student with appropriate entries placed on the student’s academic record. Guidelines that describe rights and due process are provided under “Student Complaint Procedures” and within each college’s section of this Bulletin.

The Medical University, pursuant to the English Fluency and Higher Education Act, requires all faculty members with teaching responsibilities whose first language is not English to possess adequate proficiency in spoken and written English. Should a student believe that an MUSC faculty member fails to meet the requirement of this Act, the complainant should meet with the designated official in the Dean’s Office to discuss the nature and circumstances of the issue involving English fluency. The designated official will conduct an independent informal inquiry by calling witnesses and gathering whatever information is necessary to reach a determination concerning the merits of the allegations in an expeditious manner. The designated official will provide the Dean with a written report detailing his/her findings and advising the Dean on recommended actions. The Dean will be responsible for acting appropriately on the recommendations and will notify the Vice President for Academic Affairs and Provost of the complaint and its disposition for CHE reporting purposes. The complainant may appeal a Dean’s decision or action to the Office of the Vice president for Academic Affairs and Provost.

Student academic records are established and maintained in total compliance with University, State, and Federal regulations governing enrollment, completion, and permanent archiving. Academic records considered to be official are maintained by Enrollment Management for all students at the Medical University. This office acts as custodian of these records. Access to student academic records is governed by federal and university policy intended to protect the privacy of students. In the interest of preserving student privacy to the fullest extent, the University minimizes the use of social security number and will substitute another nine-digit number if social security number is not provided. However, students receiving government financial loans and grants and/or wishing to claim tuition credit for federal income tax purposes must disclose their social security number to the University to ensure accurate reporting.

In general, access to electronic computer student files is further guarded by a University assigned MUSC Network Account (NETID) in combination with a personal password. The NETID information is sent to the student via their non MUSC email address on record.  The password is sent to the same email address 48 hours later. Web-based information is fully encrypted. In general, access by non-University persons is allowed only upon prior written authorization by the student. However, MUSC routinely releases directory information at any time to anyone unless the student in writing requests Enrollment Management to prevent access to name, address (postal and e-mail), telephone number, digital images, dates of attendance, field of study, degrees received, and most recent previous educational institution attended. Students may examine their own official records either by viewing or receiving photocopies, under this provision: contents of the file may be viewed and/or hand-copied by the student except for confidential letters and recommendations written before January 1, 1975, and/or confidential letters and recommendations for which the students have waived their rights to inspect, and for parental financial information. Students may request contents of the file to be photocopied by Enrollment Management staff at the published fee (delivery within 45 days, by law), except for materials submitted in support of the admission process (e.g., transcripts from other institutions, DAT/MCAT/PCAT/GRE/SAT/etc. scores) and those contents which neither can be viewed nor hand-copied. Federal and state agencies may receive confidential information when it is needed in times of national emergency and when it is used to audit, review, and evaluate publicly supported educational programs. Students challenging content of records or provisions of access policy should contact Enrollment Management or the Family Educational Rights and Privacy Act Office, U. S. Department of Education, 330 “C” Street, Room 4511, Washington, DC 20202. For persons in the status of applicant, privacy of information is guarded carefully by the University even though State and Federal law do not apply in the same manner as for enrolled students.

It is the policy of the University to retain permanently in hard copy, on microfilm, or electronic form an academic record of each student which reflects the unabridged chronological academic history of that student as well as official memoranda pertaining to grades and academic achievements and evaluation. The only permanently archived student academic documents retained at MUSC are under the custodial care of the Office of Enrollment Management (OEM) and will include the following:

  1. MUSC transcript of academic record;
  2. Final grade rosters as submitted by faculty;
  3. Grade change authorizations;
  4. Dean’s letter, College of Medicine.

All admission materials for persons not matriculating will be destroyed one (1) year after the close of the applicant’s filing cycle, except for the quantifiable data stored in the OEM computer database (such as prerequisite analysis, entering GPA’s, test scores, interview ratings, state/county of legal residence, gender, prior colleges attended, prior degrees earned, licensure, birth date/place, ethnicity, social security number, term/year/program for which admission was sought).

All admission materials for enrolled students will be destroyed five (5) years after graduation or last date of attendance, except for the quantifiable data stored in the OEM computer database (See examples of data given immediately above).

All enrollment information other than the four types defined above will be destroyed five (5) years after graduation or last date of attendance, except for the quantifiable data stored in the OES computer database (such as residency reclassification, date and reason for withdrawal, last known address and telephone, national board scores, prior name[s], “hold” placed on the file, advisor assignment, course drops/adds, non-resident tuition waiver and reason, deceased, military status, class rank, graduation honors, honor society, and the like).

These records will be kept confidential, and the same policies and regulations will apply to access as those which apply to the records of current students. Once filmed or electronically stored, all hard copy documents will be destroyed in a manner that ensures confidentiality of information.

Last Published with Edits:August 13, 2014 8:13 AM
Last Comprehensive Review: Fall 2013

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