Student Privacy and access to academic records

Meharry Medical College is subject to the provisions of federal law known as the Family Educational Rights and Privacy Act (also referred to as the Buckley Amendment or FERPA). This act affords matriculated students certain rights with respect to their educational records. These rights include:

  • The right to inspect and review their education records within 30 days of the day the College receives a request for access. Students should submit written requests to the College Registrar and identify the record(s) they wish to inspect. The College Registrar will arrange for access and notify the student of the time and place where the record(s) may be inspected. If the College Registrar does not maintain the record(s), the student will be directed to the College official to whom the request should be addressed.

  • The right to request amendment of any part of an education record that they believe is inaccurate or misleading. Students who wish to request an amendment to their educational record should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the student will be notified of the decision and advised of his or her right to a hearing.

  • The right to consent to disclosures of personally identifiable information contained in the student's education record(s) to third parties, except in situations in which FERPA allows disclosure without the student's consent: One such situation is disclosure to school officials with legitimate educational interests. A "school official" is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including College law enforcement personnel and health staff); a person or company with whom the College has contracted; or a student assisting another College official in performing his/her tasks. A College official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

The Buckley Amendment provides the College the ability to designate certain student information as "directory information." Directory information may be made available to any person without the student's consent unless the student gives notice as provided for below. Meharry Medical College has designated the following as directory information:

  • Student name
  • Address
  • Email address
  • Telephone number
  • Date and place of birth
  • Major field of study
  • Dates of attendance
  • Classification
  • Enrollment status (part or full-time)
  • Degrees and awards received
  • Participation in officially recognized activities and sports

Any new entering or currently enrolled student who does not wish disclosure of directory information should notify the College Registrar in writing. No element of directory information as defined above is released to students who request nondisclosure except in situations allowed by law. The request to withhold directory information will remain in effect as long as the student continues to be enrolled or until the student files a written request with the College Registrar to discontinue the withholding. To continue nondisclosure of directory information after a student ceases to be enrolled, a written request for continuance must be filed with the College Registrar during the student's last term of attendance.