Records Retention Policy

It is the policy of the University of Maryland, Baltimore to adhere to the Family Educational Rights and Privacy Act (also known as FERPA or the Buckley Amendment). Students’ directory and education records fall under the purview of FERPA. Educational records include those records which contain information directly related to a student and which are maintained as official working files by the University.

In accordance with the Association of American Medical Colleges (AAMC) Guidelines for Maintaining Active and Permanent Individual Student Records, the University of Maryland School of Medicine student educational records are to be retained for an indefinite or a specific period of time depending on the nature of the subset of documents.

Departmental offices/Course Directors is responsible for keeping the following components of the students’ record 5 years past the completion of the course:

Year 1 and 2 Medical Students

• The metric/rubric (grade determination data) used by a department or course to determine the final grade.

Year 3 and 4 Medical Students

All noted records are to be retained for 5 years.

• The metric/rubric (grade determination data) used by a department or course to determine the final grade.
• E Value users: E Value serves as the repository for the Student Performance Evaluations beginning in 2008. Prior to 2008, the department must maintain hard copies and/or electronic files of Student Performance Evaluations.
• Non-E Value users: Hard copies and/or electronic files of Student Performance Evaluations are to be maintained by the department.
• For all academic years, the Clinical Education Lab will be responsible for maintaining student/patient interviews/sessions.

Record Disposal

Student records are confidential in nature and should be disposed of as such. The method of disposing of a student’s records is shredding.

Established: November 2010