Academic Records & Requests
Students and former students can find instructions for requesting academic records on our website. The Office of the Registrar will process requests for academic records in the order they are received. Federal regulations mandate a signed request to authorize the release of student academic records in most instances. Consequently, phone requests for transcripts or other materials are not acceptable. Additional information regarding student record confidentiality and access rights is outlined in greater detail on the FERPA webpage.
Student Record Confidentiality, Access, and Disclosure
NEOMED takes student record confidentiality very seriously and fully complies with the Family Educational Rights and Privacy Act (FERPA), as amended. FERPA is the federal law that governs the release of, and access to, student education records. Students’ education records are kept by the Office of the Registrar in the Office of Academic Affairs, except for health records (e.g., immunizations, student insurance, etc.), which are kept separate and are overseen by the Office of Student Services. Access to student education records, both by the student and others, is governed by guidelines developed to be consistent with FERPA, as amended.
Medical Student Performance Evaluation
The Medical Student Performance Evaluation (MSPE), often referred to as the “Dean’s Letter,” is a college-initiated document designed to assist medical students in obtaining admission to postgraduate training programs, specifically internships and residencies. Specific to the College of Medicine, the MSPE is an institutional assessment composed on behalf of the medical school faculty and is a key part of a student’s residency application. The MSPE describes, in a sequential manner, a student’s performance through the first three years of medical school. The MSPE includes an assessment of both the student’s academic performance and professional attributes. The MSPE is compiled upon successful completion of all clinical clerkships in the M3 year. Data utilized in the creation of the MSPE include academic progress, notable accomplishments, assessment of professionalism, and clerkship/rotation assessments. College of Medicine Student Affairs staff assist in the creation, distribution and maintenance of this document according to guidelines set forth by the Association of American Medical Colleges (AAMC) and the College of Medicine’s MSPE Policy. The release date for the MSPE is October 1 of the M4 year. It is important to note that the transmission of the MSPE to residency programs (even after graduation) must be directly from the institution to the residency program through ERAS. If a student is applying to residency positions outside of ERAS, the MSPE must still be transmitted directly from the institution to the program. Fellowship applications submitted via MIDUS utilize a secure link which allows the school to upload the MSPE directly.
Transcripts
An academic transcript is an official and complete summary of a student’s academic work in chronological order by level and enrollment date. In addition to course enrollment, academic unit and earned final grade data, transcripts typically include official academic actions or changes, such as academic program, transfer and/or proficiency credit, special academic status, withdrawals, dismissal, and degrees earned.
A transcript is deemed official when it bears the facsimile or original signature of the University Registrar and the seal of the Institution. Instructions for requesting a transcript can be found on the Office of the Registrar website. The Office of the Registrar maintains all permanent academic records including transcripts.
Verification of Student Enrollment and Graduation
The Office of the Registrar has authorized the National Student Clearinghouse to provide enrollment and degree verifications regarding enrollment dates and date of graduation. There is no cost to the student for this service. Requests for enrollment verification are usually for one of the following reasons:
Deferment from undergraduate school loans
Scholarship application
Health insurance
Auto insurance “Good Student” discounts
Military or veteran requirements
Purchasing property or automobiles
Elective applications
Jury Duty
Research Opportunities
NEOMED has engaged Myhub, a free, secure, and portable online application provided by the National Student Clearinghouse. Myhub provides students and alumni with access to their verified education record from NEOMED and all other colleges and universities a student might have attended that participate in Myhub.
Diplomas
Digital and Printed Diplomas
A digital diploma is a true and official diploma issued by the Registrar’s Office through Parchment, NEOMED’s third party diploma provider. Students graduating will receive a digital and a printed diploma. The digital diplomas come with Parchment’s Blue-Ribbon seal and are secure. A digital diploma will be delivered to the graduate’s NEOMED email address once the degree has been conferred. * A digital diploma will always be accessible through the alum’s Parchment Credential Profile. It can be downloaded and shared again and again — at no cost. More information can be found on the Parchment site. Official hard-copy printed diplomas will be mailed to all graduates once degrees are conferred. *
*Please note, degree conferral requires the following: full graduation clearance from all university offices, all final grades to be posted, no holds on the student’s account, and a completed degree audit. This process can take up to thirty (-30) days from the end of the semester, although NEOMED works to confer degrees as quickly as possible.
In the event of a name change, or if an original diploma has been lost or destroyed, a replacement diploma may be ordered through Parchment. There is a $50 fee for the replacement.
For graduates who seek to replace their diploma, the new diploma will bear the current name of the University and signatures of the current administration. Replacement diplomas will bear the alum’s name that is on file at the time of his/her graduation, unless the request is accompanied by documentation certifying a legal name change (a marriage certificate or certified copy of a court order plus one of the following: a state ID/driver’s license, original Social Security card, or U.S. Passport).
Student Change of Name, Address or Status
To ensure that the University maintains accurate student records, current students who change their personal information (name, marital status, permanent or local address, permanent or local telephone number, emergency contact, citizenship status) must notify the Office of the Registrar of this change in writing. Many of these items can also be updated in Banner Self-Service by the student.
Two forms of official documentation are needed to make an official name change to a current or former student record. Acceptable documentation includes a marriage license or court ordered document and one of the following: state ID/driver’s license, original social security card, or U.S. Passport. The official documentation can be provided to the Office of the Registrar. In the case of a name change following graduation and a request for a new diploma is desired, a request for a replacement diploma can be made via the NEOMED Parchment Portal.
