Academic Records
Communicating Assessment Outcomes to Students
Virginia Tech Carilion School of Medicine (VTCSOM) shares assessment outcomes and grade information with students through two primary systems: Canvas, the school’s learning management system (LMS), and One45, the school’s assessment and curriculum management database. The system used depends on the phase of the curriculum and the type of assessment being reported, ensuring that students can access timely and relevant feedback throughout their medical education.
Students can use Canvas to access grades and feedback for Phase 1 and Phase 2 individual course progress as well as the longitudinal cohort assessment data and grade repository.
Students can use One45 to access grades and feedback for Phase 1 PBL SPIRAL harmonized milestone outcomes, Phase 2 clerkship grades and Phase 3 clerkship and elective grades.
Accessing Your Academic Records
VTCSOM maintains student records in accordance with the Family Educational Rights and Privacy Act (FERPA). Students have the right to inspect and review their academic records. To begin the process, students must request the Consent to Disclose Form from the Office of Enrollment Management (OEM). The form outlines the specific records being requested. Once the completed form is returned, OEM will coordinate access and notify the student of the time and location where the records may be reviewed. Records may be inspected but cannot be altered, removed, or copied.
How Student Records Are Organized
The diagram above shows where medical students can access different types of academic records at VTCSOM. The OEM serves as the central point for formal student records. Medical and immunization records are maintained separately, academic paperwork such as add/drop forms and certifications is managed through enrollment services, and official transcripts and grades are accessed through HokieSPA.
Timing, Privacy, and Record Changes
Students are typically granted access to their records within seven days of the school receiving a request. Personally identifiable information is not shared with third parties without written student consent, except as permitted by law. If a student believes part of their academic record is inaccurate or misleading, they may request an amendment by contacting OEM or following the Academic Grievance Policy. If a requested amendment is denied, the student will be informed of their right to a formal hearing and provided with additional guidance on the process.