SA-4121 Student Academic Records

1.0      Purpose

This policy outlines the VTCSOM management of academic records. Academic Records at Virginia Tech are defined as any portion of an individual's educational history maintained by the University for the purpose of sharing between academic officials and supporting the academic degree progress of the student. Typical examples are academic files maintained in a department or university administrative office in any medium (print, electronic, etc.) that contains information directly related to the academic educational efforts of the student. Academic records do not include law enforcement records, medical records (vis-à-vis doctor patient privilege), alumni records, or human resource records.

2.0 Policy

Consistent with Virginia Tech, VTCSOM follows the Family Education Rights and Privacy Act of 1974 (U.S. Public Law 93-579; FERPA).

An academic official includes an individual employed or appointed by VTCSOM or Virginia Tech in an administrative, supervisory, academic, research, or support role; an individual or entity contracted to perform institutional services; a duly appointed agent or representative acting within the scope of their appointment; a student serving on MSPPC or on the VTCSOM Honor Board. Access to student records, except directory information or as otherwise permitted by law, is not granted to individuals outside the institution unless the student has provided written authorization.

To minimize the risk of improper disclosure, academic, educational, health, financial, and student affairs records (including disciplinary records) are kept separate.

No parts of the record may be copied without the student's permission. No parts of the record may be altered. No portions of the record may be removed except through a petition to the Virginia Tech Office of the University Registrar and based on records found to be contrary to fact. 

Directory information will be withheld if requested in writing by the student. Such requests may be submitted to the Virginia Tech Office of the University Registrar, and a copy of the form will be maintained as part of the student's record.

3.0 Procedure

Student records are stored securely in the VTCSOM Office of Enrollment Management in fire-proof, locked safes. Keys or combinations are in the possession of only the authorized custodians. In keeping with state law and school policies, academic records will be retained in accordance with the Library of Virginia General Schedules for State Agencies practices and procedures.  

Students may authorize the disclosure of information to parents or anyone else by completing a Consent to Disclose Information from Educational Records Form available in the VTCSOM Office of Enrollment Management and Assistant Registrar. This authorization for disclosure may also be revoked by the student through written notification to the VTCSOM Office of Enrollment Management, except to the extent that FERPA authorizes disclosure without student consent.

Students have the right to inspect and review their educational records within seven days of the school receiving a request for access. Requests must be submitted to the Office of Enrollment Management (OEM). OEM will make arrangements for access and notify the student of the time and location where the records may be inspected. Materials in the student record may not be modified, removed, or copied by the student.

Challenges to academic records, including the Medical Student Performance Evaluation (MSPE), course and clerkship data, non-course or non-clerkship assessments, and course or clerkship grades, are addressed through the applicable academic review, assessment, MSPE review, or Academic Grievance policy processes. These processes provide students an opportunity to raise concerns regarding factual accuracy, fairness, or consistency with established institutional policies.

The MSPE review process, including the opportunity to review the MSPE prior to transmission and request correction of factual errors, is addressed through the applicable MSPE review procedures and Student Assessment Policy.

Students have the right to request amendment of educational records they believe are inaccurate, misleading, inappropriate, or otherwise inconsistent with their rights. Requests must be submitted to OEM and must clearly identify the portion of the record the student seeks to amend and the basis for the requested amendment. If VTCSOM does not amend the record as requested, the student will be notified of the decision and advised of the right to a hearing regarding the request for amendment. Additional information regarding hearing procedures will be provided at that time.

The official transcript is the complete record of all academic work attempted at Virginia Tech, regardless of degree status or program level. The university does not produce official transcripts with individual courses, terms, or program levels.  Official transcripts are maintained and issued through the Virginia Tech Office of the University Registrar in accordance with university procedures.

Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by VTCSOM to comply with the requirements of FERPA. The name and address of the office that administers FERPA is: 

Family Policy Compliance Offices, U.S. Department of Education
400 Maryland Avenue SW
Washington, D.C. 20202-4605.

4.0        References

• Student Privacy (FERPA)
• VTCSOM Academic Grievance Policy EA-3312
• VTCSOM Student Assessment Policy EA-3302
• Office of Enrollment Management and Assistant Registrar
• Consent to Disclose Information from Educational Records Form
• AAMC's Guidelines for Maintaining Active and Permanent Individual Student Records, May 2021
• Virginia Tech Office of the University Registrar

5.0        Approval and Revisions

Approved by the Medical Curriculum Committee on June 18, 2026