Student Records

The official record of each Emory University School of Medicine student is maintained in the School of Medicine. These records include information that assists in evaluating the progress of students in obtaining their medical education. Student records are kept secure and are not available to anyone other than faculty members and administrators of the school who have an appropriate need to review a student's attendance or progress.Other than information covered in the "Consent to Release Information" form, no information is released to external sources without written permission from the student. While students are enrolled in the School of Medicine, the student record may contain the following:

• Official premedical education transcripts
• Admissions application
• Letter of acceptance
• Georgia residency affidavit
• Consent to Release Information Form
• Verification of TB and mask fit testing
• Verification of annual OSHA and HIPAA training
• Information regarding research or scholarship activities
• Honor Code compliance signature
• MD student Medical Student Performance Evaluation (MSPE)
• Copy of MD student USMLE Exam certification of identification form
• Letters concerning probation, deceleration, leave of absence, failure to be promoted, or disciplinary actions
• Notes concerning health problems are not maintained unless said health problems influence academic or clinical performance.

Access to Student Records

Per Emory University policy under the Family Educational Rights and privacy Act (FERPA), each student has a right of access to their education records, except confidential letters of recommendation and financial records of the student's parents. These rights include:

• The right to inspect education records
• The right to limit disclosures of personally identifiable information contained in educational records, except to the extent that FERPA authorizes disclosures without consent (i.e., directory information, faculty members and administrators of the School who have an appropriate need to review a student's attendance or progress)
• The right to request correction of the educational record

Students who wish to review their file must do so in writing to the School of Medicine Registrar by completing a Request to Review Educational Records Form. The School of Medicine complies with a request within a reasonable time, at most within 45 days.Arrangements are made for the student to read their academic file in the presence of a staff member.

Without exception, all requests for letters of reference or for completion of forms relating to academic performance and/or personal qualities require written authorization from the student (or graduate) for release of such information. This also applies to requests for information from faculty or administrative officers. Students have the right of access to letters or statements giving such information unless, in the authorization for release, the student waives this right and agrees that the information to be sent is to be held confidential. Confidential references are often requested by agencies or institutions to which students apply for aid or a clinical position.

Without a formal request, School of Medicine students have access to review information about themselves within the educational systems used by their program that contain courses taken, clinical schedules, assessments, and grades received.

View more detailed information about FERPA

Requesting Certified University Transcripts

Students can log into the OPUS system to obtain their course grades and accumulated hours of credit.

If any discrepancies appear on the transcript, students are encouraged to contact the School of Medicine Registrar immediately so the record can reflect the correct information.

The School of Medicine Registrar does not produce transcripts. Students can request certified transcripts by clicking "Request Emory Transcript" under the Academic Record section of the login page. Certified transcripts are delivered electronically to a specified individual, agency, or organization, provided the student's financial status with the University is clear (no indebtedness except for loans with approved repayment schedules). Emory University utilizes the services of a third party to process requests. Before initiating the request, students must obtain an email address of the recipient. The transcript will be transmitted after the online request has been made. If the recipient will not accept an electronic transcript, an option to request a paper copy still exists and can be arranged through the same online process. There is no charge to request an electronic or paper transcript. If a student requests expedited shipping of the transcript, a shipping fee will be charged to the student.

For students who attended Emory prior to medical school, it is possible to indicate if you would like your Emory undergraduate or Emory graduate transcript processed.

View further information on official transcripts.

Legal Name Changes

Legal name changes are recorded in a variety of government offices (Social Security card, driver's license, passport, birth certificate in some cases). Once you have updated documents, you will be able to update your legal name on campus. These are Emory systems where you should update your information:

• OPUS
• HR/Payroll (so any tax documents are correct)

Please note that:

• Emory does not update network IDs with legal name changes. Your network ID will remain as originally issued. Thus, you will continue to use your netID to access email and other campus systems that utilize your netID/password for authentication.
• These systems do not "talk" to each other (even though they may all use your netID to log you in). In other words, updating your legal name in OPUS does not automatically update your Human Resources record, or vice-versa.
• The above pertains to updating your legal name in university systems. That process is separate from the Registrar policy that allows students to add a preferred name (Registrar website) or from the ability to create an email alias.

Designated Name

Emory University recognizes that students may wish to use a name other than their given names as recorded on official University documents. When designated by a student in OPUS, the University will use a preferred first/middle name except where use of the official name is required by university business or legal. Emory University Student Designated Name and Pronoun Policy.

Students may enter a designated name through OPUS regardless of whether they have legally changed their name.

Places Where Designated Name Can be Used

• OPUS Student Self Service
• Class and Grade Roster
• Emory Online Directory (unless directory suppressed)
• Canvas
• Emory Card
• Diploma (due to state medical licensing applications and requirements, there are serious implications for students in the health professions that use a preferred name instead of a legal name on diplomas)

Places Where Legal First Name Must be Used:

• Student Financial Accounts
• Financial Aid
• Responses to enrollment enquiries such as verification requests
• Official transcripts
• Student payroll information
• Emergency responder and enforcement systems (parking, police, etc.)
• Internal systems that require and can only accommodate legal name
• All external communications and reporting