MD Program Policy: Access to Records & Challenging Records
Definitions
OASIS and Acuity: OASIS and Acuity are a web-based course scheduling and student records systems designed for the unique needs of health science and professional schools. Acuity and OASIS give students, administrators, and faculty 24/7 access to student, course, and schedule information. Students become actively involved via the web in building and maintaining their course selections and schedules, completing course and faculty evaluations, and verifying their records and activities.
SIS: The Student Information System (SIS) is the campus-wide database for course registration and grades. This system holds students’ official records. It is administered by the Registrar’s Office on main campus.
Student Promotion and Academic Review Committee (SPARC): The group of faculty, staff, and students that is charged with monitoring performance of all medical students and reviewing those medical students who fail to meet academic or professionalism standards or requirements.
UWSMPH: University of Wisconsin-Madison, School of Medicine and Public Health
Policy Details
- Student Records
- Access to student academic records is governed by the Family Education Rights and Privacy Act (FERPA).
- Consistent with FERPA, students have the following rights:
- The right to inspect and review their records
- The right to seek to have their records amended or corrected
- The right to control disclosure of certain portions of their records
- The right to file a complaint with the U.S. Department of Education
- Students have real-time access to their academic records via the student information and learning management systems, i.e., OASIS, SIS, and Canvas.
- To request a correction or amendment of record, students should contact Student Services.
- Under FERPA, faculty and staff access to records is limited to only those with a legitimate educational need to know.
- Faculty of record and instructional staff are granted access to student records systems and instructional technologies for their course records only. Functionally, this restriction limits faculty access only to records in their course. Academic performance is not “forward fed” from one course to the next. Faculty and staff acting as advisors may review the totality of a student’s academic record but are encouraged to be transparent when doing so.
- The Registrar or their designee grants faculty and staff access to records commensurate with their educational role and need to know. The ability to access records within student information and educational technology systems is limited by both user roles and training. The Registrar or designee reviews and approves requests for access outside the normal scope of a faculty or staff member’s educational role.
- The educational record information of dual degree students may be shared with UW-Madison school officials who hold a legitimate educational interest outside of the MD program. This does not constitute authorization for that official to transmit, share, or disclose any of that information to third parties. Legitimate educational interest means the school official needs to review information in an education record in order to fulfill their professional responsibilities.
- Language
- Except where explicitly specified to the contrary, references to individual administrative positions (e.g., “Dean, SMPH”) refers to this person or their designee. This need not be formally stated.
- Except where explicitly specified to the contrary, references to individual administrative positions (e.g., “Dean, SMPH”) refers to this person or their designee. This need not be formally stated.
- Modifications & Exemptions
- Under extraordinary circumstances, all policies contained hereafter may be modified on a majority vote from the Student Promotion and Academic Review Committee
- Under extraordinary and exigent circumstances, including public health or safety crisis, all policies contained hereafter may be modified by the Dean or their designee.
- In cases where exigent exemptions are made without Student Promotion and Academic Review Committee (SPARC) approval, SPARC will be notified at its next meeting and will vote to approve the exemption.
External References
LCME Elements 11.5 and 11.6
Policy Administration
Approval Authority
Educational Policy and Curriculum Committee (EPCC) and Medical Student Promotion and Academic Review Committee (SPARC)
Policy Manager
Associate Dean for Student Services
Policy Contact(s)
Title | Email Address |
---|---|
MD Program Administration | lcme@med.wisc.edu |
Policy History
Date last reviewed and approved: June 11, 2025
Next review: June 2026