Registrar’s Office

Location: Room S1-844
Telephone:  508-856-2267
Fax: 508-856-1899
URL: http://www.umassmed.edu/registrar/

All educational records at the University of Massachusetts Medical School concerning enrolled students and graduates are maintained by the Office of the Registrar. The Registrar maintains an academic file on each student which contains a copy of each evaluation received, official transcript release forms filed by the student, copies of letters written as official recommendations from the school and disclosure of released information concerning the student. Letters received in support of extracurricular or other activities may also be included in this file.

The office also maintains student biographic and demographic information. Permanent address and name changes must be processed through the registrar’s office. All other addresses and student information can be entered online by the student.

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

Students are issued Network and UMMS email accounts.

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 for enrollment.

UMMS photo ID and Library barcodes are issued.

Students are enrolled in all first-year courses.

Matriculating Student Status
Beginning with Academic Year 2015/16, students must be registered for and maintain a minimum enrollment of 9 credit hours during the semester in order to maintain active student status (eligibility for course credit, malpractice insurance, financial aid, etc.)

Approved by the EPC 12/01/14; (rev. 060315)

Transcripts/Grades
The name of each course is listed on the transcript, followed by one of the following performance ratings:

Basic Science Grades - H (Honors), CR (Credit), NC (No Credit), I (Incomplete);

Clinical Science Grades - O (Outstanding), AEP (Above Expected Performance), EP (Expected Performance), BEP (Below Expected Performance), F (Failing), and I (Incomplete)

An asterisk (*) accompanying any course indicates that this rating has resulted from a single attempt to remediate an initial course rating of NC (No Credit) or F (Failing).

In a circumstance where a student has not completed the requirements of a course, a temporary designation of “I” (Incomplete) will appear on the transcript, indicating that a final rating is not yet available, although the course has ended. This is a temporary designation indicating that a final rating is not yet available although the course has ended. This rating is used at the discretion of the course director with the approval of the appropriate Academic Evaluation Board, if required, such as in cases where the course work is incomplete due to physician-certified illness, death in the immediate family, or a reason of comparable magnitude.  Requests for a temporary grade of incomplete must be made to the course coordinator prior to the end date of the course.  If an Incomplete grade is granted, the incomplete work must be made up in the time frame specified by the course coordinator. If no time frame is specified, the work must be made up in a prompt and orderly fashion within one year. Extensions to this one year limit may be granted by the course coordinator with the approval of the appropriate Academic Evaluation Board. If a student is carrying two or more grades of Incomplete, the student’s academic record will be reviewed by the appropriate Academic Evaluation Board. The student must work directly with the course coordinator to address an Incomplete grade. At the end of that period, if a grade is not submitted a grade of NC (No Credit) or F (Failing) will be recorded. It is the responsibility of the student to arrange the removal of an “I” (Incomplete).

At the conclusion of a course, clerkship or elective final grades are submitted to the Registrar and are entered in the student database with a paper copy placed in the student’s academic record file. Copies of evaluations containing narrative comments are forwarded to the student and the Student Affairs office.

Successful completion of Optional Enrichment Courses is indicated by a notation of ##.

Guidelines for Student Records
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, students will have immediate access to their record. In no case will students have to wait more than 45 days. If students are required to wait, the office will tell them when their record will be available. Students will have to identify themselves with a picture ID to see their record.

Access to student records is limited to: (a) The Dean of the Medical School, Vice Provost for School Services, Senior Associate Dean for Educational Affairs, Associate Dean for Student Affairs, chairs of the Academic Evaluation Boards and the student’s advisor/mentor; (b) Other faculty members may have access to the record file for the writing of letters of recommendation or other legitimate purposes upon written release by the student and approval by the Registrar.  An information disclosure form will be kept in each academic file to record the date of review identifying the person reviewing the folder, and the reason for the review.