Office of the Registrar - General Academic Policies

Academic Records

Office of the Registrar

The Office of the Registrar is committed to providing exemplary service to students, graduates, and faculty. In addition, the Office of the Registrar strives to provide accurate information and efficient services to all KHSC-KansasCOM constituencies.

The Office of the Registrar protects the accuracy and security of students' records while also serving as an information resource for students, graduates, as well as faculty and staff. Additionally, the office provides support for students in OMS III and OMS IV of medical school as they are applying for clinical rotations and residency.

Academic Records Requests

Requests for academic records will be processed by the Office of Registrar in the order they are received. Federal law mandates a signed request to authorize the release of student academic records. Consequently, phone requests for transcripts or other records are not accepted. Students may submit requests via the Academic Records Request Form located in the Guardian portal. The Office of the Registrar will also provide other authenticated processes to update information and request academic records. All KHSC-KansasCOM students are encouraged to utilize KHSC’s student portal to review course registrations and grades.

The Office of the Registrar makes every effort to respond to requests in a timely manner. Requests are typically processed within five (5) business days from receipt. Requests for multiple transcripts, several different documents, or requests during peak seasons of operation may require additional processing time. Information which is required to meet a third-party deadline should be requested with at least two weeks lead time to ensure expedient delivery and appropriate recording.

Transcripts

KHSC-KansasCOM has authorized the National Student Clearinghouse to provide transcripts on behalf of the institution. There are multiple delivery options available through NSC. Please review transcript and delivery fee options on the Registrar resource page prior to requesting a transcript.

Official transcripts cost $20 per transcript, due at the time of the request. Please note that delivery fees are the responsibility of the student/requestor. Requests will not be processed unless payment has been received in full and the student or alum has fulfilled all financial obligations. Official transcripts are forwarded directly to the receiving party. If a transcript is verified as received, via certified mail, but the recipient is unable to locate the transcript, the student is responsible for requesting and paying for another transcript to be sent. Unofficial transcripts do not carry the KHSC-KansasCOM seal and are stamped with red ink identifier. Unofficial transcripts are free of charge through the student portal.

Registration for Courses

KHSC-KansasCOM engages in “block” registration for each student cohort. The student’s respective academic program sends enrollment information to the Office of the Registrar, each term, therefore students do not have to sign up or register for KHSC-KansasCOM courses. Students are responsible for reviewing their enrollment information via KHSC-KansasCOM’s internet and student portal resources prior to each term to ensure enrollment accuracy.

The last day to add an elective class is the end of business of the fifth day of classes outlined in the Academic Calendar. This policy does not apply to clinical clerkship rotations.

Academic Calendar

KHSC-KansasCOM operates on a trimester basis-three terms each academic year.

Add/Drop Deadline

Add/Drop date is end of business on the fifth day of classes. This does not apply to clinical rotations.

Academic Load

For each trimester:

Full-time: 5+ units
Halftime: 2.5 to 4.5 units
Less than halftime: Less than 2.5 units

Academic Progress

Students are expected to make satisfactory progress toward their degree each academic year.

A candidate for the Doctor of Osteopathic Medicine (DO) degree must complete the degree within 150% of the standard time (six years following matriculation), as specified by the American Osteopathic Association (AOA) Commission on Osteopathic College Accreditation (COCA).

Census

The census date for each trimester occurs at the beginning of the sixth day of classes. The census date plays a key role in the determination of a student’s refund and other financial aid related details. If students have questions about the census date or financial related matters, they can contact the Offices of Registrar and/or Financial Aid.

Credit Definition

KHSC-KansasCOM is charged with ensuring the appropriateness of and amount of student work represented in the curriculum. Credit assignments, intended learning outcomes, and verified by evidence of student achievement, will be evaluated and assigned on the basis of the Carnegie unit credit hour as provided by the U.S. Department of Education consistent with the glossary of the American Osteopathic Association (AOA) Commission on Osteopathic College Accreditation (COCA), Accreditation of Colleges of Osteopathic Medicine: COM Standards and Procedures. The amount of learning required to progress toward completion of learning outcomes is defined by the rigor, complexity, and content of the Doctor of Osteopathic Medicine (DO) degree and the expectations of the osteopathic medical profession. 

Credit Hour Definition

KHSC-KansasCOM uses the Federal Definition of a credit hour, which states that a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that reasonably approximates not less than: 

1. “One hour of classroom or direct faculty instruction and a minimum of two hours of out of class student work each week for approximately fifteen weeks for one semester or trimester hour of credit or the equivalent amount of work over a different amount of time; or 
2. “At least an equivalent amount of work as required in paragraph (1) of this definition for other academic activities as established by the institution including laboratory work including simulation, online/distance/hybrid courses, standardized patient experiences, preceptor visits, clinical rotations, internships, practica, independent study, and other academic work leading to the award of credit hours.” (34 CFR 600.2) 

NOTE: At KHSC-KansasCOM, a class hour is defined as 50 minutes. 

The credit hour definition sets forth the foundation for determining credit hours. The purpose of the general guidance in the application is to provide consistency in calculating credit hours for didactic (including asynchronous learning), laboratory, research, and clinical rotations. 

In general, calculating credit hours, one hour of credit is awarded for: 

The calculation of credit hours is rounded down to the nearest 0.5 credit hours per course. 

Course Numbering

001-099: Remedial / Preparatory courses
600: First year medical courses
700: Second year medical courses
800: Third year medical courses
900: Fourth year medical courses

**Course Numbers with an s denote sub-internships and course numbers with an e denotes electives - both clinical and non-clinical.

Grades

Grade Notification

Grades are posted within 3-5 business days after the end of the term.  All posted grades are available for students review on the Student Gateway.

Grading Scale

NON-CALCULATED CREDIT. Included in hours earned.

NON-CREDIT Values. Excluded from hours earned.

Grading Schema by Course Category

Course Remediation

Students who require remediation of a course will receive their original grade until the remediation is completed. Once completed, the appropriate course director will submit a grade change to update the original grade to the newly earned grade.

Course Repeats

All course enrollment and earned grades will remain on a student’s official transcript. Once a student successfully repeats a course, both grades will remain on the transcript, but only the most recent grade will be used for the purpose of earned credit.

If a student must repeat a clerkship or clinical rotation, a fee to cover the cost of the clinical experience will be assessed.

Clinical Clerkship/Rotation Repeat fee $1700.00 per course.

Program Repeat Audits

A student approved to repeat an academic year after a year of poor academic performance will be required to repeat the entire year of previous attendance and will be required to pay full tuition. Prior to that year commencing students may be required to audit courses leading up to the next academic year and those courses will be assessed a per credit audit fee. The audit fee is $150.00 per credit hour in OMS I and OMS II. Students enrolled in audit courses will be assessed the institutional service fee required of all students per term. Students approved for reenrollment or reentry after a dismissal, or an approved leave of absence may also be required to repeat or audit previous courses.

Incomplete Grades

A Course Director may assign a grade of Incomplete (I) if a student is unable to complete the course/section because of extenuating circumstances beyond the student’s control. The course director, or their designee, will complete an Incomplete Grade Contract clearly detailing requirements for completion of the course/section.

The student will receive a copy of the contract via the student’s KHSC-KansasCOM email address. The student will have three (3) business days to respond to the incomplete grade contract request. If a response is not received, the student will receive the current earned grade with all missing assignments calculated as a zero.

Students receiving a grade of incomplete must coordinate with the course director to satisfy all outstanding coursework for the course/section. Once outstanding requirements for the course are satisfied, the Course Director, or their designee, will process a change of grade form converting the incomplete to a grade. DEADLINE: The student has a maximum of 180 days (about 6 months) to work with faculty to complete the incomplete. Once 180 days have passed, the incomplete becomes a failure.

Please note: Incomplete Grades may impact your Financial Aid. Please contact Financial Aid for questions.

Grade Changes

If an error occurred in the computation or recording of a grade, or a course/section has been successfully remediated, a Grade Change form must be submitted. This form will be submitted by course director, or their designee, approved by the appropriate dean, and routed to the Office of the Registrar for processing.

Late Grade Submission

If a grade is not submitted by the established deadline for an individual student, the student grade will be submitted as not reported (NR). The grade must be submitted via the Grade Change form for processing by the Office of the Registrar.

Grade Appeal Process

The Student Grade Appeal Process only applies to a final course grade.

Within three (3) business days of grade posting, a student may request a review of a course/section grade. Students should first reach out to the instructor of record for review of points and grade. If the student believes an error remains, the student should submit their appeal in writing to the Associate Dean of Student Affairs and Services, and/or their designee. The Associate Dean of Student Affairs and Services, in consultation with the course director(s) and appropriate deans, will review the request. If the student feels an issue remains, a final request to review the course grade may be made directly to the Dean and Chief Academic Officer.

In any grade appeal procedure, the student making the appeal has the burden of proof in establishing a good cause for changing a final grade. Unless the student can offer convincing arguments to the contrary, good faith on faculty’s part is presumed. When supported by sufficient evidence, any of the following reasons shall constitute “good cause” for challenging a final grade. 

1. Faculty assigned a grade based on an error in calculation or reporting. 
2. Faculty assigned a grade based on discrimination against a student’s age, sex, race, creed, color, national origin, ethnic origin, or disability. 
3. Faculty did not apply standards consistently to all students in the same class. 
4. Faculty did not follow KHSC-KansasCOM policy or his or her own published guidelines in assigning a grade.

None of the following shall constitute “good cause” for appealing a final grade: 

• Disagreement with the course requirements established by the faculty 
• Disagreement with the grading standards established by the faculty. 
• Disagreement with the faculty’s judgment when applying grading standards, assuming that the faculty has made a reasonable effort to be fair and consistent in exercising that judgment.  
• The student’s desire for or need of a particular grade.  
• Consequences that a student might face as the result of a grade. 

Course Percentage Rounding

Course percentages are added to the academic record.  The percentage is submitted to two decimal place and is NOT rounded.

Honors and Standing

Dean’s List

The Dean’s List will be calculated at the end of each academic year for OMSI and OMSII. The Dean’s List is comprised of the top ten (10) percent of the OMSI and OMSII classes. The Dean’s List notation will be listed after the final term of each academic year. The notation will read: Dean’s List.

Good Academic Standing

Students who are successfully completing all medical school requirements are considered in good standing. A student may be currently enrolled or eligible to be enrolled.

Class Rank

Class rank at KansasCOM will be calculated for OMS I through OMS III cumulatively. Scores from the first term of medical school will be excluded from class rank. Rank will be reported in the following manner:

• Top 10% of the class
• Top 25% of the class
• Top 50% of the class

The top 10% performers of each module will be highlighted.

For students who retake a quiz or test due to initial failure, regardless of final score, 70% will be the score utilized in the rank calculations. Retaking a quiz/test is not permitted purely for the purpose of a higher score. KansasCOM ranks students by percentile distributions only.

The class rank for the top 50% and above will be noted on the MSPE (Medical Student Performance Evaluation). The rank on the MSPE for students below 50% will show the student has successfully completed all coursework.

Additional Standing

Additionally, the following academic standing notations may be listed on your transcript. Please see standing information below:

• Academic Warning
• Academic Probation.
  Academic Probation is listed on the official transcript for the time of the probation. Once the probationary period ends, the listing is removed from the official transcript.
• Academic Suspension
  Academic suspension appears on the official transcript. After the period of suspension expires, the transcript notation is removed.
• Academic Dismissal
  A notation of academic dismissal remains permanently on the official transcript. Dismissal from KHSC-KansasCOM includes an automatic exclusion from campus.
• Disciplinary Warning
• Disciplinary Probation
• Disciplinary Suspension
  An indication of disciplinary suspension appears on the student’s official transcript. After the period of suspension has expired, the transcript notation shall be removed.
• Disciplinary Dismissal
  A notation of disciplinary dismissal remains permanently on the student’s official transcript.

Personal Information

Students must submit a request along with legal documentation to the Office of the Registrar for a change to their legal name. It is the responsibility of the student to ensure that records are current.

Legal documentation for a name change includes the following:

1. Certified copy of a marriage certificate, court order, or dissolution decree reflecting the new name in full; AND,
2. At least one government-issued official proof of identity. [Driver’s License, State Identification, Passport, etc.]

Chosen Name

KHSC-KansasCOM is committed to fostering an environment of inclusiveness and supporting students’ form of self-identification. KHSC-KansasCOM recognizes that some students identify themselves by a first and/or middle name other than their legal name, and as long the use of a different name is not for the purposes of misrepresentation, KHSC-KansasCOM permits students to use a chosen name where possible during KHSC-KansasCOM education and business.

Any student may choose to identify a chosen first and/or middle name in addition to the legal name. Students may request this service via the student portal or other intranet resources allocated to students. The student’s chosen name may be used in many contexts including class rosters, Canvas, ID Cards, etc. The student’s chosen name will appear in the KHSC-KansasCOM directory unless a FERPA block is requested. There are certain KHSC-KansasCOM records that require a legal name; however, wherever reasonably possible, a student’s chosen name will be used. Administrators, Campus Safety, and your supervisor (if you are employed on campus) will have access to your Legal and Chosen Names.

The legal name is required for, but not limited to just, the following:

• Student Information System
• Student Financial Services documentation
• Financial Aid
• Federal Requests for Information
• Immigration Documents
• Medical Documents
• National Student Clearinghouse
• Official correspondence with external entities
• Official and unofficial Transcripts
• Academic Certifications and Verifications
• Clinical Rotation Applications and Communications
• Diplomas
• Paychecks/W-2/1098-T
• Campus Safety

Students may designate (or remove) a first and/or middle chosen name through the Office of the Registrar. The Office of the Registrar will review and respond to all requests. KHSC-KansasCOM reserves the right to not accept a chosen name if it is deemed inappropriate, including a chosen name that is vulgar, offensive, or creates confusion with another person. Allowable name formats include (but are not limited to):

• A shortened derivative of a name (e.g., “Katie” for “Katherine”)
• A middle name instead of a first name
• First and middle initials (e.g., “M.J.” for “Mary Jane”)
• An anglicized name (e.g., “Simon” for “Bao”)
• A name that better represents the individual’s gender identity
• A name to which the individual is in the process of legally changing.

A chosen name must consist of alphabetical characters, hyphens, and spaces. An approved chosen name does not affect your legal name. Please note that it may take up to seven (7) business days for the request to be completed through all KHSC-KansasCOM systems.

Reports of misuse and abuse of both chosen name and legal names in accordance with existing policies and procedures will be reported to Student Affairs. Depending on the individual and circumstances involved, this could include Human Resources, Academic Affairs, and/or appropriate law enforcement agencies. KHSC-KansasCOM reserves the right to remove, with or without notice, chosen names that are used for inappropriate purposes, including but not limited to misrepresentation, avoiding legal obligation, offensive or derogatory language, or to perpetrate fraud.

Address and Telephone Number

Students will have access to update their personal address information in the student portal. KHSC-KansasCOM requires students to keep their permanent home address and telephone number on file with the Office of the Registrar. Permanent address information is required by the U.S. Department of Education for enrollment reporting.

A campus address, where you are located after you matriculate and attend, and your mobile telephone number can be kept on file as your primary address. Students are required for keeping their local address information current.

Address Change

Students needing to change their address may do so in the student portal. Please refer to the intranet resources for instructions.

Legal Name Change

Students must submit a request along with legal documentation to the Office of the Registrar for a change to their legal name. It is the responsibility of the student to ensure that records are current.

Legal documentation for a name change includes the following:

1. Certified copy of a marriage certificate, court order, or dissolution decree reflecting the new name in full; AND,
2. At least one government-issued official proof of identity. [Driver’s License, State Identification, Passport, etc.]

Graduation Services

Graduation Requirements

The degree of Doctor of Osteopathic Medicine (DO) is conferred upon candidates of good moral character who have successfully completed all academic requirements, satisfied all financial obligations, and have successfully passed COMLEX Level 1, COMLEX Level 2 CE examination.

Degree Audit

An audit of the Doctor of Osteopathic Medicine will occur at the beginning and end of OMS IV. Students can review their progress online. All degree requirements are listed in the catalog.

Conferral of Degrees

Degrees are conferred upon completion of the degree requirements and approval of KHSC-KansasCOM faculty and board of trustees. Diplomas are ordered after conferral and graduation in May.

Diplomas

Students are required to attend graduation. If a student receives an administrative exception and does not attend graduation, the student will need to pick-up their diploma at the Office of the Registrar after graduation during business hours.

We will hold diplomas for sixty (60) days after graduation. If the diploma is not retrieved by the deadline, it will be destroyed, and the student will be required to order a replacement diploma.

Replacement Diplomas

A graduate who has lost their original diploma or requests a duplicate due to a name change must make a request through the Office of the Registrar with supporting legal documentation. The cost for a duplicate diploma is $125.00. A new diploma will have the word “duplicate” printed upon the diploma.

Posthumous Degree Policy

KHSC-KansasCOM may grant a Doctor of Osteopathic Medicine (DO) degree posthumously under certain conditions:

• A student completed at least 75% of the KHSC-KansasCOM curriculum.
• A student was in good standing both academically and professionally.
• Requires the recommendation of the Dean/Chief Academic Officer of the College of Osteopathic Medicine.

The President and Chief Executive Officer has the authority to confer a degree posthumously after reviewing the conditions and discussions with the KHSC-KansasCOM leadership team prior to making a final decision.

Exceptions to Academic Policy

The Student Handbook and Academic Catalog is the basic authoritative source for academic requirements and associated policies. All students are expected to follow the catalog and handbook in the pursuit of their degrees. On occasion, however, extraordinary circumstances may warrant departures from the academic catalog requirements. Students who believe their situation warrants a deviation from academic policy may petition for an exception to policy by filing an appeal with the Associate Dean for Student Affairs and Services.

Leaves of Absence (LOA)

A leave of absence (LOA) may be granted from Kansas Health Science Center (KHSC-KHSC-KansasCOM) for several reasons, including:

• A medical emergency or illness
• A financial emergency
• Personal emergency
• Military service
• Academic opportunity (Pursuit of an academic endeavor other than the regular classroom work, either on campus or at another recognized educational institution.)

The Dean and Chief Academic Officer of KHSC-KansasCOM and/or the Associate Dean for Student Affairs and Services may grant a LOA for a designated period with or without conditions. Conditions of a LOA are commonly prescribed in cases of academic deficiency or medical-related issues.

Medical LOA

Students granted a medical LOA, who may be returning to KHSC-KansasCOM, must have a licensed physician, approved by the Office of Student Affairs and Services, certify in writing that their physical and/or mental health is sufficient to continue in a rigorous educational program before they may return to KHSC-KansasCOM.

A student granted a LOA with conditions may be required to meet with the Office of Student Affairs staff to demonstrate that all conditions of their return have been met before reinstatement.

Financial LOA

Students granted a financial LOA must, prior to returning to KHSC-KansasCOM, prove to the Office of Finance that they have the financial capability to advance their education.

Academic LOA

Students seeking an academic LOA must verify that all terms and conditions of the leave are stated before the leave will be granted, thereby ensuring that the student does not miss important core information.

Military Service

Students required to perform military service are eligible for a LOA. They must provide proper documentation from their military branch notifying KansasCOM of the length of service required.

Personal Emergency LOA

Students occasionally are faced with a personal or family emergency that requires that they take time away from medical school. The details and nature of the emergency are required to be turned into the College’s administrative leadership prior to a decision being made to approve the LOA.

General LOA Process Guidelines

All LOAs should be requested in writing. The LOA Request Form is available online for students to access. Once the form is complete, students should submit it to the Office of Student Affairs for consideration. A LOA is only granted once the student provides both the written request and the appropriate documentation. The start date of the LOA is only determined once all paperwork has been received. If unforeseen circumstances prevent a student from providing a prior written request, the request may be granted for the LOA by exception. 

Students granted a LOA must follow the checkout process detailed in the Student Handbook and Academic Catalog. Medical students on a LOA for more than 30 calendar days will be withdrawn from the DO program and must repeat the term or year with the next cohort of students. Students placed on any LOA over 30 calendar days will be considered withdrawn from coursework and will be reported to the U.S. Department of Education through the National Student Loan Data System (NSLDS) as withdrawn. LOAs have a significant impact on a student’s federal financial aid status. KHSC-KansasCOM is committed to ensuring that all students follow federal financial aid regulations related to any LOA. Please contact the Office of Financial Aid about the implications related to your LOA.

Following a LOA, a student must request reinstatement, in writing, to the Associate Dean for Student Affairs and Services and the Office of Student Affairs.

Official and Unofficial Withdrawal

Official Withdrawal from KHSC-KansasCOM

Withdrawal is a voluntary action by a student who chooses to leave KHSC-KansasCOM. Any student who leaves KHSC-KansasCOM (become a non-student), for any reason, must complete the KHSC-KansasCOM withdrawal form and complete the checkout process. Failure to complete the withdrawal form and checkout procedure will cause KHSC-KansasCOM to withhold all records pertaining to the student’s attendance.

The checkout procedure is as follows:

• If the student is withdrawing, they must contact the Associate Dean for Student Affairs and Services to notify of intent to withdraw.
• Complete the Withdrawal form located on the Student Portal.
• Before leaving campus, the student must secure a checkout form from Student Affairs and undergo an exit interview.

An exit interview will occur with a member(s) of the Office of Student Affairs staff and will include Student Accounts, Financial Aid, Library Services, and other appropriate offices. The student will receive an email from the Guardian system when the checkout form is ready to be completed.

Once the student completes all obligations, including payment of all outstanding balances, the Office of the Registrar will release student records upon receiving signed consent.

Unofficial Withdrawal from Kansas Health Science Center

In some cases, students may begin KHSC-KansasCOM coursework but stop attending courses during the term. The Office of Financial Aid and the Office of the Registrar will review students at the census date of each trimester in addition to the end of each academic term to determine if the student unofficially withdrew from KHSC-KansasCOM. The census date occurs at the beginning of the sixth (6th) day of classes each term. A student receiving all grades of fail (F), withdrawal (W), or administrative withdrawal (AW) in any combination may be subject to the Return of Title IV funds (R2T4) calculation if it is determined that the student unofficially withdrew.

The Offices of Financial Aid and Registrar will contact and request from course instructors a confirmation of the date the student ceased attending their courses through graded class assignments, documented group project work, or other documentation from the instructor. If and/or when instructors provide confirmation of the last date of attendance or coursework completed, the date provided will be used to calculate the R2T4 and federal funds to return. In addition, this information will also be reviewed within the framework of the KHSC-KansasCOM official Refund Policy to determine the student’s eligibility for any refund. Refunds will only be given in accordance with the refund policy.

If a last date of attendance cannot be confirmed, the half-way point of the term may be used, and 50 percent of the aid used to pay direct educational costs (tuition and fees) must be returned to the U.S. Department of Education on the student’s behalf. The Office of Financial Aid will use the policy for the Return of Title IV aid to return the funds.

Student Privacy and Family Education Rights and Privacy Act (FERPA)

The Family Education Rights and Privacy Act (FERPA) requires education institutions to annually notify active students of their rights under the Act regarding access to their education records and certain protections regarding the privacy of personally identifiable information in those records. FERPA was implemented to establish and protect the rights of students to inspect, review and amend their education records. KHSC-KansasCOM works diligently to apply FERPA protections in addition to a person’s right to a general regard for privacy, in the broadest sense possible to protect the information of enrolled students, prospective students, and alumni. This policy is issued in compliance with that requirement.

Directory Information

Information specifically contained in a student’s education record that would not be considered harmful or an invasion of privacy, if disclosed.

• Directory information is defined as: the student’s name; address; telephone number; electronic mail address; photograph; date and place of birth; major field of study; grade level; enrollment status (e.g., undergraduate or graduate, full-time or part-time); dates of attendance; degree sought, expected date of completion of degree requirements and graduation participation in officially recognized activities; degrees, honors and awards received; previous educational agency or institution attended and class rosters within the classroom.
• Directory information does not include a student’s social security number or student identification (ID) number.

Education Records

Those records that are directly related to a student and maintained by an educational agency or institution, or their designee.

Education records contain information that personally identifies a student including the student’s name, student identification number/social security number, student address, parent/family member names, and a list of personal characteristics.

Education records are official and confidential. Education records include a range of information that is maintained in any recorded way such as handwriting, print, computer media, video or audio tape, film, microfilm, and microfiche. Education records include, but are not limited to:

• Parent(s) and/or guardian addresses, and parent(s)/guardian contact information.
• Grades, test scores, courses taken, academic specializations and activities, and official letters regarding a student’s status in school.
• Special education records.
• Disciplinary records.
• Medical and health records that the school creates or collects and maintains.
• Documentation of attendance, schools attended, courses taken, awards conferred, and degrees earned.
• Personal information such as a student’s identification code, social security number, picture, or other information that would make it easy to identify or locate a student.

Personal notes made by school officials not shared with others are not considered part of the education records. Admissions documents become part of the education records once the student attends courses. FERPA does not apply to records of applicants for admission who are denied acceptance or, if accepted, do not attend the institution. Education records are permanently maintained and stored in the Office of the Registrar, both electronically with a secure backup file and/or in secure fire-resistant file cabinets.

Eligible Student

For purposes of compliance with FERPA, KHSC-KansasCOM considers all students to be independent.

Personally Identifiable Information

Information that includes, but is not limited to, the following:

• The student’s name.
• The name of the student’s parent or other family members.
• The address of the student or student’s family.
• A personal identifier, such as the student’s social security number, student number, or biometric record.
• Other indirect identifiers, such as the student’s date of birth, place of birth, and mother’s maiden name.
• Other information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge or the relevant circumstances, to identify the student with reasonable certainty; or
• Information requested by a person who the educational agency or institution believes knows the identity of the student to whom the education record relates.

Procedures

Student’s Rights under FERPA

Students must be permitted to exercise their rights under FERPA. Every eligible student has the right to:

• to restrict release of “directory information” except to school officials with legitimate educational interests and others as indicated herein. To restrict the release of directory information, a student must submit a written request to the Office of the Registrar.
• inspect and review their education records within forty-five (45) days after submitting a written request to review such records, except for financial records and confidential letters and statements of recommendation placed in the education record where the student waived their right to inspect and review them and those letters and statements are related to the student’s admission to the institution, employment, or receipt of an honorary recognition.
• request amendments to a student’s education records if the student believes the record is inaccurate or misleading.
• request a hearing to challenge the content of the student’s education records on the grounds that the information within the record is accurate, misleading, or in violation of the student’s privacy rights if KHSC-KansasCOM decides not to amend the education records as requested by the student and in accordance with procedures set forth below.
• consent to disclosures of personally identifiable information within the student’s education records, except to the extent that FERPA authorizes disclosure without consent, as described in more detail below; and
• file a complaint with the Family Policy Compliance Office, U.S. Department of Education to allege a failure by the institution to comply with FERPA’s requirements. The name and address of the office that administers FERPA (Family Educational Rights and Privacy Act) is Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, D.C. 20202-5920.

Disclosure of Education Records

Except for the instances listed below when KHSC-KansasCOM is permitted to disclose records without consent, before KHSC-KansasCOM can disclose personally identifiable information from a student’s education records, the eligible student must provide the institution with a signed and dated written consent (electronic or hardcopy). The consent must:

• specify the records that may be disclosed.
• state the purpose of the disclosure; and
• identify the person(s) to whom disclosure can be made.

Upon request, KHSC-KansasCOM must provide the student with a copy of the records disclosed.

KHSC-KansasCOM may disclose personally identifiable information from a student’s education record without student consent if the disclosure is:

• To school officials within the agency or institution determined to have legitimate educational interests. A school official is a person employed by KHSC-KansasCOM in an administrative, supervisory, academic, research or support staff position; a person or company with whom KHSC-KansasCOM has contracted (such as an attorney, auditor, collection agent, or official of the U.S. Department of Education or other federal agency); a person serving on the Board of Trustees; or a student serving on an official committee or assisting another school official in performing tasks. A school official has a legitimate educational interest if the official needs to review the education records to fulfill their job or professional responsibilities.
• To officials of another school where the student seeks or intends to enroll, or is already enrolled, so long as the disclosure is related to the student’s enrollment or transfer.
• To authorized representatives of the following: Comptroller General of the United States; Attorney General of the United States; Secretary of the Department of Education; or State and local educational authorities.
• For purposes of determining a student’s eligibility for financial aid for which the student has applied or received, as well as enforcing the terms and conditions of the aid.
• To State and local officials or authorities to whom this information is specifically allowed to be reported or disclosed pursuant to a state statute.
• To organizations conducting studies for, or on behalf of, KHSC-KansasCOM in limited circumstances.
• To accrediting organizations to carry out their accrediting functions.
• To comply with a judicial order or lawfully issued subpoena.
• In connection with a health or safety emergency pertaining to a threat to the health or safety of the students or others.
• Of information KHSC-KansasCOM has designated as “directory information” and the school has given the eligible student notice of the kinds of information they designate as directory information and an opportunity to opt out of directory information disclosures.
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, limited to the disclosure of the results of the disciplinary proceeding conducted by KHSC-KansasCOM with respect to that alleged crime or offense. If the alleged victim is deceased because of the crime or offense, the information shall be provided, upon written request, to the next of kin of the alleged victim.
  • Alleged victims and perpetrators in sexual misconduct and sexual harassment incidents have a right to be informed of the outcome and sanctions of a hearing, in writing, without condition or limitation, and to be kept appraised of the status of investigations.
  • Concerning sex offenders and other individuals required to register under the Violent Crime Control and Law Enforcement Act of 1994, and the information was provided to the KHSC-KansasCOM under applicable statutes and Federal guidelines.

Right to Review and Inspect

Student requests to review education records are completed through the Office of the Registrar. The FERPA - Request to Review Education Record form is located on the Guardian platform. Upon completion of the request, the Office of the Registrar has 45 days to respond. KHSC-KansasCOM will provide the student access to the requested records and make arrangements for the student to inspect and review them.

Right to Request Amendment of an Education Record

As stated above, a student has the right to seek an amendment to their education record if the student believes the record to be inaccurate, misleading or in violation of the student’s privacy rights.

Students requesting an amendment to one of their education records should complete the FERPA - Request to Amend or Remove Education Records form on the Guardian platform. The form will request that the student identify the record to be amended, specify why it is inaccurate or misleading, or in violation of the student’s privacy rights. KHSC-KansasCOM will respond to the request within ten (10) business days. If more time is needed to review the request, the Office of the Registrar will communicate with the student. The student requesting the amendment will receive a written response indicating KHSC-KansasCOM’s decision in the matter. Please note that the student’s right to seek an amendment may not be used to challenge grades.

Right to Request a Hearing

KHSC-KansasCOM has the right to decide whether to amend the education records requested by the student. If it is decided the amendment is not warranted, KHSC-KansasCOM will notify the student of the decision and advise the student of the right to a hearing regarding the request for an amendment. To request a hearing, the student will submit a Request for Hearing for Amendment of an Education Record form through the Guardian portal. The Registrar will refer the request to the Associate Dean of Student Affairs and Services who will either act as the hearing officer or appoint a designee to conduct a formal hearing according to the following procedures:

• The student will be permitted to present information and/or materials in support of the assertion that the education records are inaccurate, misleading, or otherwise erroneous.
• A representative from KHSC-KansasCOM will be permitted to present information and/or materials that support the institution’s position.
• Each party will be present during the hearing and may challenge information and materials of the other party.
• The hearing officer will render a decision on the matter generally within five (5) business days after the conclusion of the hearing.

De-identified Records and Information

KHSC-KansasCOM may release education records or information without student consent once personally identifiable information has been removed and KHSC-KansasCOM or an authorized outside party has made a reasonable determination that a student’s identity is not personally identifiable. This is known as “de-identified records and information.”

Notification Requirements

KHSC-KansasCOM must annually notify eligible students currently enrolled of their FERPA rights. In addition to the student’s rights, this notification must also include:

• procedures for exercising the right to inspect, review, and seek amendment to the education records; and
• criteria for disclosing information to school officials and authorized third parties, i.e., contractors, consultants, etc.
• right to restrict the release of “directory information.”

Recordkeeping

KHSC-KansasCOM must maintain a record of each request for access to and each disclosure of personally identifiable information from a student’s education records along with the education records for as long as they are maintained. These records must include the name of the parties receiving personally identifiable information from the education records, and the legitimate interests the parties had in requesting/obtaining the information. KHSC-KansasCOM may not destroy any education records if there is an outstanding request to inspect or review those records.

Mandatory Training

All KHSC-KansasCOM faculty and staff are required to complete annual FERPA training. Training is offered through a third-party provider and records of completion are maintained by the office of Human Resources.
For additional information about FERPA laws, you can access them here:
Family Education Rights and Privacy Act (FERPA)

Maintenance of Student Records

KHSC-KansasCOM will maintain the following student records information indefinitely. Student records at KHSC-KansasCOM are all electronic. KHSC-KansasCOM does not maintain paper files. KHSC-KansasCOM utilizes the Perceptive Document Management service to maintain student records including:

• Transcripts.
• Transcripts for coursework completed at other institutions.
• Dates of enrollment, matriculation date, start and end dates of each academic year, dates of leaves of absences, withdrawal, dismissal, conferral/graduation dates.
• National exam scores.
• Student course performance and clinical clerkship evaluations.
• Medical Student Performance Evaluations, or MSPEs.
• Change of Status forms/letters related to leaves, academic schedule variations, remediations, name changes, withdrawals, dismissals, etc.
• Final disposition of disciplinary action records (with or without sanctions).
• Medical School Diploma (copy).
• Student Health and Immunization Records.

Please note that this is a non-exhaustive list. For questions regarding your student record, contact the Office of the Registrar at KHSCregistrar@kansashsc.org.