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MUSC Bulletin | Academic Policies

Student Academic Records

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 the Office of Enrollment Management for all students at the Medical University, with the exception of copies made for internal University use, no copies of a student’s record will be released without the student’s written consent. This office acts as the central authority over student information and processes as they relate to FERPA compliance for the University. This authority holds for student data in the Student Information System under the direct custodial care of OEM, as well as any other system or repository of FERPA-covered information in the University. Any such repository outside the Student Information System must be approved by OEM prior to implementation. 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 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 OEM 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.

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).

Transcripts are provided at no additional cost to enrolled students; others are charged the published fee. Transcripts will not be issued to students having a hold placed on their files by the dean, enrollment management, accounting office, financial aid office, library, hospital, or bookstore. Transcripts for students in the some of the various colleges may include, whenever appropriate, notation about leave of absence, academic suspension, and dismissal. Reports of grades are available directly to students each semester over a secure Web site following the end of final examinations. It is the student’s responsibility to update address changes with OEM. 

Last Published with Edits:August 17, 2016 11:25 AM
Last Comprehensive Review: August 2016

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