Managing your student records, degree audits and more
For students
For faculty & staff
The Family Educational Rights and Privacy Act (FERPA) limits the disclosure of information from student “education records,” requires University officials to protect education records, and permits students to inspect their education records. Education records include virtually all records maintained by an educational institution, in any format, that identify a student on its face or from which a student’s identity could be deduced from descriptive or other information contained in the record, either alone or in combination with other publicly available information.
Northeast Ohio Medical University (NEOMED or University) fully complies with the FERPA legislation which can be found at the U.S. Department of Education website.
Students are encouraged to read this brief summary of their rights under FERPA, which include:
Just about any information provided by the student to the university for use in the educational process is considered a student education record. Examples include, but are not limited to:
Note: Treatment records — such as unshared medical and/or psychological treatment and counseling records, as well as personal notes or memory aids kept by faculty, staff or agents — are not classified as education records. This also applies to records pertaining to an individual before enrollment as a student, or after their disengagement from an educational activity for grade or credit. These records are maintained by the office administering such treatment.
FERPA allows for the release of “Directory Information” to external constituencies and third-party individuals without the prior consent of the student. NEOMED has designated the following categories as “Directory Information” and may disclose it to others at our discretion:
Name, address, telephone number, e-mail address, username, date and place of birth, photograph, enrollment status (graduate or professional; full or part time), cohort year, dates of attendance.
Previous institution(s) attended, major field of study, awards, honors and degree(s) conferred (including dates), past and present participation in officially recognized activities and residency match results.
Note: As a general operating practice, NEOMED does not release lists of student directory information to external constituents (or “third-parties”) unless it is perceived as a potential benefit to the student (e.g., national and/or state AAMC associations) or requested under the Ohio “Public Records” law. Students can choose to restrict access of their Directory Information without written consent if desired.
If you wish to disallow disclosure of any category grouping(s) of public or directory information, you should complete and submit the Request to Prevent Disclosure of Directory Information form to the Office of the Registrar by September 30 of each year. If you elect to restrict your directory information, that information will not be released to anyone other than university officials who have a legitimate educational interest, and any other individuals or agencies designated under the exception rule of the law, unless you give explicit written consent for release.
The Office of the Registrar functions as the official custodian of student academic records. The Office of Student Services is the custodian of student health records (e.g., immunization, drug tests, etc.). A signed release is necessary, and we offer this service free of charge. If you wish to view the entirety of your physical academic record, please schedule an appointment with a registrar team member since that process requires proctoring.
NEOMED’s Banner Self-Service gives you secure access to commonly requested student information, including exam and final grades, course summaries, clinical evaluations, CSA and class standing results, academic record holds and other student records.
You also can view your unofficial transcript in Banner Self-Service.
To get started, log in to Banner Self-Service, go to the Student Records subfolder and review the options available to you.
In compliance with the Federal Family Educational Rights and Privacy Act of 1974 (FERPA), the University is prohibited from providing certain information from your student records to third parties, such as information on grades, academic issues, billing, tuition and fees assessment, financial aid, and other student record information. This restriction applies, but is not limited, to your parents, spouse or a sponsor.
You may, at your discretion, grant the University permission to release information about your student records to your parent by completing our Authorization to Disclose Education Records to a Designee form. The specified information will be made available only if requested by your parent; the University does not automatically send information to your parent(s). You must complete a separate form for each parent.
If you have a concern about the accuracy of your education record, submit a Request to Amend or Remove Education Records form to the registrar. You also should make an appointment to review the record together and try to resolve your questions or concerns.
This process does not apply to challenges of a final grade. Final grade appeals follow a separate process.
If you are unsatisfied with the outcome of the meeting, you may request a hearing by submitting a Request for Formal Hearing to Amend or Remove Education Records form to the University Registrar. The University Registrar will coordinate the review process and provide a final decision.
Should a FERPA violation be suspected, students are encouraged to notify the University Registrar. The Registrar will conduct a confidential investigation, ascertain the validity of the concern, facilitate a resolution and if necessary, consult University Counsel.
Students may also file a complaint directly with the U.S. Department of Education’s Family Policy Compliance Office (FPCO) regarding an alleged violation of a school’s failure to comply with his or her rights under FERPA.