Policy on Confidentiality of Student Educational Records

Medical student educational records are deemed confidential and only made available to medical school faculty and administration with a specific educational interest, or when a student provides consent.  Faculty and administrators who have full direct access to student records include the following:

  • Dean
  • Vice Dean for Education
  • Senior Associate Dean for Student Affairs
  • Senior Associate Dean for Diversity & Multicultural Affairs
  • Senior Associate Dean for Admissions
  • Associate Dean for Curriculum
  • Associate Dean for Student Research
  • Advisory Deans
  • Director of Student Services
  • Managers of Curriculum
  • Administrative Assistant to the Senior Associate Dean for Student Affairs
  • The Center for Educational Research and Evaluation staff

Additional members of the faculty or administration, who are asked to provide letters of recommendation, are provided access to a student’s educational record only with the written permission of the student, sent to the Director of Student Services.

Comprehensive student educational records are maintained electronically via OASIS, a student record and scheduling tool.  Permissions are set on the item level, thereby providing a greater level of privacy than is feasible with traditional paper files.  The OASIS system meets the requirement of the security protocols established by CUMC Information Technology and CU Information Technology.

In addition, official transcripts are maintained for medical students by the Registrar function of Columbia University.

The student education record excludes medical and mental health records, which are maintain independently by the Columbia University Medical Center Student Health Services office.