Volume XII: Student Administration

 

 Chapter 6: 

Registrar's Office

The Registrar's Office of the University of Massachusetts Medical School manages and maintains all official academic and personal records for enrolled and graduated students of the Medical School, Graduate School of Biomedical Sciences and Graduate School of Nursing. The office is responsible for all enrollment statistics, registrations, verification of attendance, management of all student records and issuance of official transcripts.

 
Academic Record  FERPA  Transcripts
 Graduation Dates Health Clearance University Seal  
 Certification for Graduation Licensure   United States Medical Licensing Examination (USMLE)
 Duplicate DiplomaPhoto CertificationVoter Registration Forms 
 Enrollment VerificationPositive Identification  
  Registration(s)  
    

 

Academic Record 

The academic record is the complete, unabridged record of the student, indicating previous academic enrollment and all academic work pursued at the Institution.  The Registrar’s Office maintains the official academic record.

Certification for Graduation 

The Registrar certifies that each candidate for graduation from the Medical School; Graduate School of Biomedical Sciences and Graduate School of Nursing, has completed all academic requirements for the degree and all administrative requirements of the Institution.   No student may graduate who has outstanding fees or fines (i.e., tuition, loans, library books, parking fees or tickets).

Certification Process 

  • Three months prior to Commencement the Registrar conducts a degree audit of  the academic records of all candidates for graduation.
  • The week prior to Commencement, students are required to come to the Registrar’s Office for final certification.

Duplicate Diploma 

Requesting a duplicate diploma:  Produced only by request of the graduate of either the Medical School; Graduate School of Biomedical Sciences or the Graduate School of Nursing at UMMS.

Requests must be in writing and include:

  • A notarized picture of the graduate
  • Signature of the graduate
  • All names used on University records (last, first, middle/maiden/other name
  • Date of Birth
  • Social Security number
  • Exact way name is to appear on the diploma
  • Current address and phone number
  • Internet address (if available)
  • Complete mailing address for mailing of diploma
  • Check in the amount of $35.00, payable to Miles Kedex Company, Inc

Enrollment Verification 

Only the Office of the Registrar can verify official enrollment at the University of Massachusetts Medical School, which includes the School of Medicine, Graduate School of Biomedical Sciences and Graduate School of Nursing. Inquiries for official enrollment information are to be submitted to the Office of the Registrar. 

It is the responsibility of the Registrar’s Office to verify students’ dates of attendance, degrees awarded, enrollment status, demographic information and expected date of graduation. 

FERPA 

Family Educational Rights & Privacy Act (FERPA)

All educational records at the University of Massachusetts Medical School concerning students enrolled and former students are maintained by the Office of the Registrar. If possible, you will have immediate access to your record. In no case will you have to wait more than 45 days. If you are required to wait, the office will tell you when your record will be available. You will have to identify yourself with a picture ID to see your record.

The Family Educational Rights and Privacy Act (Part 99 of Title 34 of the Code of Federal Regulations) allows present or former students at educational institutions access to educational records kept on them, as well as basic protections of privacy of their records. The law does not apply to applicants seeking admission to the University. The law applies to educational records, which are defined as those records that are directly related to a student and maintained by an educational agency or institution.

The law exempts from the definition of "education records," generally, records of instructional, supervisory, and administrative personnel which are kept in the sole possession of the person who made the record and are not accessible or revealed to any other person except a substitute for the maker of the record; records of a law enforcement unit of the University which are maintained solely for law enforcement purposes; records of employees of the University; records which are created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in his or her professional capacity or assisting in a paraprofessional capacity which are made, maintained or used only in connection with treatment of the student; and records that only contain information about an individual after that individual is no longer a student at the University.

The University will provide the student with a copy of his/her transcript upon written request. The Family Educational Rights and Privacy Act does not give you the right to a copy of your records unless failure to receive a copy would make it impossible for you to exercise your right to inspect and review your records. You can also receive a copy, upon written request, of information from your record which you have instructed the University to disclose to another party. If the University transfers records which apply to you to another educational institution, you can receive a copy of those records if you request it in writing.

If confidential letters and confidential statements of recommendation were placed in your record before January 1, 1975, they will be removed before you have access to the record provided the letters or statements are used only for the purpose for which they were intended. If you have waived your right to see confidential letters or statements concerning admission to the University, these letters or statements will also be removed before you see your record. If you believe your record contains information which is inaccurate, misleading, or otherwise in violation of your privacy rights, you have the right to challenge the content of the record. While you cannot challenge the correctness of a grade, you may challenge the accuracy with which the grade was recorded.

The University can release directory information without the consent of the student. The University defines "directory information" as a student's name, local address, home address, field of study, dates of attendance, degrees, certificates, previous educational institutions and placement of postgraduate work. The University will not permit access to or release of a student's educational records, or personally identifiable information contained therein (other than directory), to third parties, without the student's written consent, except to the following:

  1. Other University officials who have a legitimate educational interest in a student's record. The University defines "University officials" as any professional employee who is head of an office, department, school, college, division, or their specified designee. "Legitimate educational interests" is defined as academic status check or evaluations, research, curriculum evaluation or development, institutional/statistical evaluation and analysis, student placement, public safety, and admission evaluation. The University may disclose, to teachers and school officials in other schools who have legitimate educational interests in your behavior, disciplinary action taken against you for certain kinds of conduct.
  2. Authorized representatives of the Comptroller General of the United States, the Secretary of the U.S. Department of Education, authorized representatives of the Attorney General of the United States for law enforcement purposes, and state and local educational authorities.
  3. In connection with a student's application for, or receipt of, financial aid, provided that personally identifiable information from the education records of the student may be disclosed only as may be necessary for such purposes as:
    1. to determine the eligibility of the student for financial aid;
    2. to determine the amount of financial aid;
    3. to determine the conditions which will be imposed regarding the financial aid;
    4. to enforce the terms or conditions of the financial aid.
  4. State and local officials or authorities to whom such information is specifically allowed to be reported or disclosed under state statutes adopted before November 19, 1974 if the allowed reporting or disclosure concerns the juvenile justice system and the system's ability to effectively serve the student whose records are released. Such information may be reported or disclosed under state statutes adopted after November 19, 1974 on the same basis as prior to that date if the report or disclosure will assist the juvenile justice system to serve the student prior to any adjudication.
  5. Organizations conducting studies for, or on behalf of, educational institutions for the purposes of developing, validating, or administering predictive tests, student aid programs, and improving instruction, provided that the identity of students is not revealed to other than representatives of such organizations.
  6. Recognized accrediting organizations carrying out their accrediting functions.
  7. In compliance with a judicial order, or pursuant to any lawfully issued subpoena, provided that the University makes a reasonable effort to notify the student of the order or subpoena in advance of compliance therewith. A court or other agency which issues a subpoena for law enforcement purposes may order the University and its officials not to disclose the existence or contents of the subpoena to any person.
  8. In connection with an emergency situation, if the knowledge of such information is necessary to protect the health or safety of a student or other persons.
  9. Where the disclosure is to parents of a dependent student, as defined in section 152 of the Internal Revenue Code of 1954.

Additional FERPA information can be found by searching the Department of Education's online library (see links below).

Graduation Dates 

The University of Massachusetts Medical School has four graduation dates each year: The first Sunday in June (Commencement), August 31, December 31, and March 31. Each student has six weeks after the scheduled graduation date to clear their record of any incomplete grades and/or missing documents. Should a student miss the cut-off date, their graduation will be moved to the next possible date. 

If a student requires earlier official proof of graduation, a letter will be sent from the Registrar’s office indicating the date of completion and the graduation date. 

Health Clearance 

All students must complete the medical certification process before registering for courses. Health requirements needed for registration: 

  • Statement of Health Clearance provided by UMMS Health Service
  • UMMS Health Service requires:
  • Evidence of a physical examination within the past twelve months
  • Official documentation of all immunizations and tests required by state law

Licensure 

The license to practice medicine is a privilege granted solely by state medical boards.  Each state board sets its own rules and requires specific documentation in compliance with the state’s licensure regulations.  It is each state board’s responsibility to assure the public that the practice of medicine will be conducted with skill and safety. No information will be released to a licensing agency without a “Release of Information Form” signed by the graduate, specifically giving permission to release any and all information regarding his/her education.

Transcripts are NOT sent as part of the certifying process unless a signed release form or letter is received from the graduate.

There are as many different licensure forms as there are state licensing boards.

Most Licensing Boards require the following 

  • Certification of the medical or nursing degree, completed directly on the form. 
  • Date of certification
  • Certified copy of the medical or nursing school diploma stating "this is to certify that this is a true copy of the original diploma".  
  • The institutional seal and signature (stamp or original) of authorizing official.

Photo Certification 

The Registrar is responsible for photo certification for a state board or licensing agency.

  • Photo Identification process is completed only by the Registrar. 

The University seal is superimposed over the photo as confirmation of the applicant’s identity. If positive identification is not possible, a statement is written on the licensing form explaining that a lapse of time since the graduate’s enrollment, makes it impossible to verify the photograph identification of a graduate’s photograph.

Positive Identification 

All students registering for courses at the University of Massachusetts Medical School must be positively identified. In order to establish positive identification, students must present a government issued picture ID and verification of social security number. 

The acceptable documents to establish positive identification are: 

1.  United States social security card issued by the Social Security Administration. 

AND 

2.  a)  Driver’s license or ID card issued by a state or outlying possession of the United States provided it contains a photograph and information such as name, date of birth, gender and address. 

OR 

    b)  ID card issued by the by federal, state or local government agencies or entities, provided it  contains a photograph and information such as name, date of birth, gender and address. 

Students unable to provide verification of their social security number must present two government issued picture IDs at the time of registration. Verification of social number must be completed within thirty days of registration. 

Registration(s) 

Medical School Registration 

Students are admitted through the Medical School’s Office of Admissions and registered for courses by the Registrar’s Office

  • Walk-in Registration is conducted the month of July for the incoming medical school class
  • Health Clearance by the Student Health Office is a requirement of registration
  • All items on the registration check off list are completed
  • Picture ID’s, and email accounts are issued
  • Students are enrolled in all first-year basic science courses

Medical School Pre-registration 

Enrolled students are required to pre-register for the upcoming Academic Year.

  • Pre-registration is conducted annually for each academic year
  • Health Clearance by the Student Health Service is a requirement for pre-registration

Graduate School of Nursing 

Students are admitted through the Graduate School of Nursing Office (GSN) and registered for courses by the Registrar’s Office.

Graduate School of Nursing Registration 

  • Occurs in August for the GSN Master’s and Graduate Entry Pathway (GEP) Programs, under the auspices of the Graduate School of Nursing
  • Occurs in September for the GSN PhD Program, under the auspices of the Graduate School of Nursing
  • Health Clearance by the Student Health Service is a requirement for registration
  • Students are enrolled in classes

Graduate School of Biomedical Sciences 

Students are admitted through the Graduate School of Biomedical Sciences Office and registered for courses by the Registrar’s Office.

  • Occurs in September under the auspices of the Graduate School of Biomedical Sciences
  • Occurs in September for Clinical Population Health Research (CPHR), under the auspices of the Graduate School of Biomedical Sciences  
  • Health Clearance by the Student Health Service is a requirement for registration
  • Students are enrolled in classes


Transcripts 

An academic transcript is a certified document intended for use by parties outside of the educational institution and is an unabridged summary of the student’s academic history at that institution.

The official transcript is a legal document which contains:

  1. The signature and title of the certifying official.
  2. The institutional seal and date of issue.
  3. Statement forbidding the release of information from the transcript to a third party as required by the Family Educational Rights and Privacy Act of 1974 (FERPA).

Issuing Transcripts 

Transcripts are issued ONLY by staff of the Registrar’s Office.

Requests for Transcripts 

A written request is required.  Forms are available in the Registrar’s Office or, can be printed from the Registrar’s web site.  The request may also be made in the form of a letter that must include the following:

  • Printed name and signature 
  • Any former name(s) used on University records
  • Current address, telephone number and e-mail address (if any)
  • Date of birth
  • Graduate degree received
  • Graduation date and/or dates of attendance
  • Complete address of where transcript is to be sent
  • Number of copies requested

There is no charge for transcripts.  Transcripts are sent via first-class mail and sent within (2) working days after the written request is received.

Transcripts, copies of diplomas, enrollment and licensure verifications will not be provided in cases where outstanding financial obligations remain.

Grade Reports are issued to students, advisers and deans for the purpose of academic advising and do not contain the signature or seal.  They are clearly identified as “grade reports”. Issuing transcripts is the responsibility of the Office of the Registrar. Transcript requests are only accepted in writing and at the request of the student or graduate.  When requests are made in person appropriate documentation for identification such as a student picture ID, or driver’s license, is required. Telephone and e-mail requests are not accepted.

Undergraduate Transcript 

File copies of undergraduate and/or graduate transcripts from another institution will not be released (back) to the student or to a third party. The request will be returned to the student or third party with a statement explaining the policy.

University Seal 

The University Seal is placed on official documents denoting authenticity.

Used ONLY by the staff of the Registrar’s Office

United States Medical Licensing Examination (USMLE) 

The University of Massachusetts Medical School requires that all medical students take Step 1, Step 2 CK, and Step 2 CS of the USMLE. A grade of pass is not required for promotion.  However, the student is required to pass Step 1 and report scores for all three exams to the institution for graduation.

Applications for the Step 1 and Step 2 Examinations 

  • Applications are available on the National Board of Medical Examiners Website URL:  www.usmle.org/  
  • Completed applications are certified by the Registrar
  • Examination scores are sent directly to the student from the National Board of Medical Examiners and to the Associate Dean for Student Affairs of the Medical School
  • A copy of the examination scores are kept in the Registrar’s Office

Voter Registration Forms 

The Higher Education Amendment of 1998 requires this Institution to provide students with the opportunity to register to vote.

Request for Voter Registration Forms 

URL:  www.state.ma.us/sec/ele/elestu/stuidx.htm