18 - University of Oklahoma Health Sciences Center Policies

An intern has the right to appeal any:

• academic course or evaluation
• suspension or dismisal under the Student Professional Behavior in an Academic Program Policy
• Academic program-related decisions resulting in the student being dismissed from a program or being required to repeat a semester or year.

The University has well-established procedures that allow for intern appeal which can be found in Appendix C of the Faculty Handbook.

An intern who desires information or guidance regarding the appeals process or how to initiate the appeals process, should contact the Chairperson or the Director of the Office of Academic and Intern Services (room 1009, College of Allied Health Building). The intern should also refer to the OUHSC Student Handbook, the College of Allied Health Student Handbook, and the Graduate College Bulletin for additional information.

Academic misconduct applies to students, graduates and former students. It is addressed in the HSC Faculty Handbook 12.1 Appendix C. Academic misconduct includes any act which improperly affects the evaluation of a student’s academic performance or achievement, including but not limited to the following:

a) Cheating: the use of unauthorized materials, methods, or information in any academic exercise, including inappropriate collaboration;
b) Plagiarism;
c) Fabrication;
d) Fraud;
e) Destruction, misappropriation, or unauthorized possession of University property or the property of another;
f) Bribery or intimidation;
g) Assisting others in any act proscribed by this Code; or
h) Attempting to engage in such acts.

Full definitions of each term are available in the Misconduct Code.

A preceptor may bring evidence of alleged academic misconduct to the attention of the faculty or staff in the department and the faculty or staff of the IP will institute an investigation of the alleged misconduct. If evidence exists, the IP director will determine whether to recommend admonition or a charge of academic misconduct. The policy will proceed as per the published policy in the Misconduct Code. Disciplinary sanctions may include censure, suspension (limited or permanent), expulsion as determined by the Dean.

The University of Oklahoma Health Sciences Center (OUHSC) strives to attract, matriculate, and train health professions and public health, biomedical, and pharmaceutical sciences graduate students (hereinafter referred to as OUHSC students) who not only possess the intellectual capacity for health professions and graduate study but also have a high capacity for ethical and professional behavior. Since training in ethical and professional behavior is an integral part of training in the health professions, conduct during training is an academic issue. Professionalism is one critical cornerstone of a successful academic program, just as it is a cornerstone of the responsible conduct of research, maintaining integrity and compassion in the delivery of health care, and building a collegial and conscientious health professions team.

Circumstances may arise during a student’s course of study that call into question the capacity or commitment of the student to maintain this academic standard. As such, the colleges and training programs retain the responsibility and authority to determine a student’s fitness to continue in the program of study.

The process of transitioning from a student to a health care professional requires study, self- reflection and self-management on the part of learners. Ethical and professional behaviors are critical to the effective education of OUHSC students, and are considered a core competency in the academic program, and, thus, are key factors in academic good standing. When a student accepts an offer of admission into OUHSC programs, he or she commits to comply with all regulations, including those regarding ethical and professional conduct, established by the University, the OUHSC, the respective College, and the Program.

As a distinct learning community within the University, the OUHSC has established the Student Professional Behavior in an Academic Program Policy (referred to as “the Policy” or “this Policy”) and adopted procedures for addressing standards of ethical and professional behavior for OUHSC students. The policy and procedures identify student responsibilities and rights in conjunction with standards of fairness, privacy, and due process. They are derived, in part, from the standards of conduct adopted by national organizations that accredit OUHSC programs (e.g., ASAHP, CODA, NLNAC, LCME, ACPE) or license or certify OUHSC learners (e.g., NCCPA, state licensing boards) and the standards of ethical and professional behavior adopted by national and local professional organizations.

Since training in ethical and professional behavior is integral to the education of OUHSC students, violations of this Policy will be considered as academic issues. Failure to meet ethical and professional behavior standards will result in action up to, and possibly including, dismissal and may jeopardize advancement and graduation.

In addition to the academic and clinical-related requirements of each college and program, this Policy and its related procedures shall govern academic and professional behavior at the OUHSC. In the event any OUHSC college and/or health professions program develops a statement of principles and responsibilities related to standards of ethical and professional behavior specific to its respective profession, such statements must conform to the Policy and its procedures.

This Policy is not intended to address the types of student conduct violations described in the University of Oklahoma Student Rights and Responsibilities Code, Section VI 1-22; academic misconduct, as described in Section 4.18 and Appendix C of the OUHSC Faculty Handbook. For cases in which both the Student Rights and Responsibilities Code and the Student Professional Behavior in an Academic Program Policy may apply, this Student Professional Behavior in an Academic Program Policy shall take precedence.

Objectives:

1. To document the priority placed by the Health Sciences Center on the academic standards related to student ethical and professional behavior.
2. To provide students, faculty, and staff with clear articulation of the expectations regarding student ethical and professional behavior.
3. To provide the OUHSC colleges with clearly articulated authority to act when dealing with student ethical and professional behavior issues.
4. To identify procedures for managing and addressing student ethical and professional behavior issues.
5. To ensure standards of fairness, privacy, and certain processes are applied, as applicable.

4.40.2 Scope:

All OUHSC students are expected to demonstrate high standards of ethical and professional behavior in all educational and clinical settings, including but not limited to:

1. classroom-based milieu (e.g., classrooms, lecture halls, laboratories, on-line and technology-based classes);
2. professional and clinical sites that are part of the learning program (e.g., hospitals, clinics, community health centers, ambulatory settings);
3. other settings not part of the formal learning program but which contribute to the learning process (e.g., student-run special interest group meetings and activities, clubs and governance structures, interactions with University or OUHSC administrators and other members of the campus community); and
4. Other settings as described below:
   
   This Policy is intended to guide the ethical and professional behavior of students studying in the OUHSC programs. It is not intended to directly guide or address behavior that is a part of a student’s private life, but such behavior may come to the attention of the OUHSC in several ways and become the focus of a Policy investigation or charge:

• Conduct may be reported to a member of the faculty or administration by a variety of sources (e.g., police, friends, parents, other agencies) that raises a concern about the student’s capacity to continue his or her studies. If such reported conduct raises a concern about the safety of the student or the safety of others that the student may have contact with at the institution or includes behavior that could indicate an issue with moral, ethical, or personal values that would preclude satisfactory functioning in the discipline, an investigation may be conducted and action taken on the basis of the investigation.
   
• If a student is charged with an offense in the civil justice system and the University becomes aware of and verifies this circumstance through self-report of the student or a reliable, verified source , the University may elect to not pursue an investigation until the outcome of the civil court proceeding is known, unless the alleged offense is such that allowing the student to continue his or her studies could be detrimental to the safety of patients or others, as determined by the OUHSC Vice Provost for Academic Affairs.
   
• If a student is charged with a criminal offense, he or she is obligated to report this to the college Dean immediately. If a matriculating student has been charged with a criminal offense between the time he/she wrote an application and the time he/she arrives at school, or at any time while a student, he/she must inform the Dean of the charges before the first day of classes. If the University later discovers that a student withheld disclosure of a criminal charge, he/she may be subject to immediate dismissal by the Dean. Depending upon the nature of the criminal charge, the student may not be allowed to continue the course of study until there is final disposition of the criminal charge either by verdict, plea, or dismissal. This is consistent with the obligation of the University to ensure the safety of patients and others.

OUHSC students are expected to hold themselves to the highest standards of ethical and professional conduct. As part of their education and training, these students must begin to practice professional behaviors that they will uphold for the rest of their professional lives.

Fundamental attributes of professionalism and ethical and professional behavior include, but are not limited to, honesty and integrity, dedicated desire to learn and respect for the academic process, concern for the welfare of patients and their families, a commitment to patient confidentiality, respect for the rights of others, emotional maturity, and self-discipline.

While not all inclusive, examples of unacceptable ethical and professional behavior include but are not limited to the following:

• Lack of integrity and honesty (e.g., lying about, misrepresenting, or not reporting information about care given, clinic errors, or any action related to clinic functions; acting outside the scope of his/her role in a clinical, academic, professional or administrative setting). NOTE: Allegations of academic misconduct, including but not limited to cheating, plagiarism, fabrication, fraud, destruction, bribery or intimidation, assisting others in any act proscribed by the Academic Misconduct Code, or attempting to engage in such acts, as defined under the Academic Misconduct Code are addressed in the Academic Misconduct Code.
• Failure to demonstrate professional demeanor or concern for patient safety (e.g., use of offensive language and gestures, being under the influence of alcohol or drugs in the educational or clinic setting)
• Unmet professional responsibility (e.g., not contributing to an atmosphere conducive to learning due to poor attendance, punctuality issues, and/or distracting, or insensitive complete responsibilities in a timely manner; not responding to requests [written, verbal, e-mail, telephone] in a timely manner; breaching patient confidentiality)
• Exhibiting disruptive behavior (e.g., pushing, punching, throwing things, making inappropriate gestures, threats, verbal intimidation, language that belittles or demeans, negative comments with racial, ethnic, religious, age, gender or sexual overtones, making impertinent or inappropriate written entries in the medical record or making statements attacking students, faculty or staff)
• Lack of effort toward self-improvement and adaptability (e.g., resistant or defensive in accepting constructive criticism; remaining unaware of own inadequacies; resisting considering or making suggested changes to improve learning, behavior, or performance; not accepting responsibility for errors or failure; abusive or inappropriately critical, arrogant)
• Lack of respect for cultural diversity (e.g., inappropriate interpersonal interaction with respect to age, culture, race, religion, ethnic origin, gender, sexual orientation)
• Exhibiting diminished relationships with members of the health care team (e.g., not functioning appropriately within the health care team or not demonstrating the ability to collaborate with fellow students, staff)
• Exhibiting diminished relationships with patients and families (e.g., insensitive to the patient’s or family’s needs, inappropriate personal relationships with patients or members of their families, lack of empathy)
• Failure to maintain and safeguard the confidentiality of patient and research participant information, including paper and electronic records, verbal communications, and social networking and electronic media sites
• Failure to comply with college and program academic and clinical-related requirements (e.g., training, immunization, HIPAA)

NOTE: Dietetic interns who do not turn in work on time (this includes case studies) will be issued a professional concerns report.

4.40.3 Procedures for Handling Breaches of Ethical and Professional Behavior Standards

Violations of this Policy will be handled as follows:

1. Who May File
   Complaints about possible breaches of ethical and professional behavior may be initiated by individuals within the College or Department/Section (students, faculty, staff, and administration) or by external sources (patients, families, visitors, extramural rotation sites, other agencies with which a student has had contact). If reported elsewhere, the initial complaint should be promptly forwarded to the student’s program director or assistant/associate dean of student affairs or directly to the Dean of the College. The formal complaint must be in writing, with a brief description of the evidence, and submitted within and academic intercessions.
    
2. Complaints Review and Investigation; Sanctions
   Any egregious unethical or unprofessional behavior must be reported to the Dean and could result in the student’s being immediately suspended or dismissed from the program. Examples of egregious or unprofessional behavior would include but are not limited to patient endangerment, unacceptable patient management, and inappropriate alteration of patient records, or behavior that poses a danger to persons or property or an ongoing threat of or disruption of the academic process. The Dean must consult with the Vice Provost for Academic Affairs, Legal Counsel and other officials as appropriate to determine if the matter should proceed under other applicable University policies. Should the Dean take the immediate action of suspending or dismissing a student from the program, the student may request a hearing under the Academic Appeals Board process, as described in Section 3 below.
   
   For less egregious unethical and unprofessional behavior, rather than filing a formal complaint about professional behavior, the faculty member or program director may conclude (but is not required to conclude) that the incident is more appropriately treated as an instructional rather than a disciplinary matter. In such cases, the faculty member or program director will contact the student directly to discuss the issue, provide feedback, and make suggestions for how the behavior at issue can be improved.If the faculty member or program director believes that an effective resolution resulted from meeting with the student, no further action is required. The incident shall be documented in the student’s file and may be used in the future, where applicable, to indicate a pattern, practice, failure to benefit from redirection.
   
   In the event that the faculty member or program director determines that giving the student feedback about issues of concern was not successful in resolving the issue or if the behavior is of a significant or serious nature (but not warranting immediate suspension or dismissal), a Professionalism Concerns Report (PCR) will be completed by the faculty member or program director. The focus of this PCR process is educational, with the goal of helping the health professions student move forward successfully in coursework, clinical practice experience, and interactions within the Health Sciences Center community.
   
   A PCR must be filed with the college’s assistant/associate dean of student affairs within 10 University business days from the time the behavior was observed or reported, exclusive of University breaks and academic intercessions.
   
   Following receipt of the PCR, the college’s assistant/associate dean of student affairs will meet with the student to discuss ways in which the unprofessional behavior can be improved, thus allowing the student adequate opportunity to make appropriate behavioral changes. The student will be asked to sign the PCR to acknowledge that the PCR has been reviewed and may respond to the PCR by providing additional written information. The college’s assistant/associate dean of student affairs may require remedial action, such as a corrective action plan, mandated counseling or probationary status, which shall be noted on the PCR. The PCR is then forwarded to the college Dean and to the Graduate College Dean, if applicable.
   
   In the event that a student fails on three occasions to meet the expected standards of ethical and professional conduct as documented by PCRs and/or documentation in the student’s file, the assistant/associate dean of student affairs or if appropriate, the Graduate College Dean, has the option to place the student on probation, suspend the student, or dismiss the student, depending on the nature of the student’s behavior. Prior to any such action, the student affairs dean, Graduate College Dean, or other appropriate administrator will meet with the student, identify the concerns, identify the anticipated action, and provide the student an opportunity to present his/her version of events leading to the situation. Within 3 days of such meeting, the student will be provided notice of the action taken. If dissatisfied with the action taken, the student may request a hearing in accordance with Section 3 below.
    
3. Appeal Process
   Students who are dismissed or suspended from their program may request a hearing under the OUHSC Academic Appeals Policy (Section 4.16 of the OUHSC Faculty Handbook).
   
   A student may not appeal an action taken simply because he/she does not agree with it.
   (Regents, 12-1-11)

Students may obtain information and apply for financial aid here.

The HIPAA (Health Insurance Portability and Accountability Act) Regulations place stringent requirements on practitioners to protect the privacy of patients. Facilities may require the intern to complete additional HIPAA training. Interns should refer to their College of Allied Health Student Handbook for further HIPAA guidelines. All interns must complete training prior to beginning the program. Always follow these minimum guidelines:

1. Maintain confidentiality concerning all patient information by removing all identifiers. Students should refer to the Departmental Student Handbook for a listing of all identifiers.
2. Restrict the use and/ or disclosure of information, even though permitted, to the minimum necessary to accomplish the intended educational purpose.

Any intern who has a disability that may prevent full demonstration of his or her abilities should contact the Division of Educational Services located in BSEB Room 200 or call 271-2655. The intern must identify themselves as an individual with a disability and provide any required documentation. For additional information about reasonable accommodation for special needs, please refer to the Disability Resource Center.

For a list of services, visit here. You may also email HSC Student Affairs at student-affairs@ouhsc.edu for assistance.

1. Health services, counseling and testing
   
   As a student at the HSC campus, your Student Health Fee contributes to Student Health Services (SHS). SHS are provided in the Family Medicine Center (FMC) at 900 N.E. 10th St., Oklahoma City. The FMC provides acute and chronic care for injuries and illnesses, as well as routine preventative care, physician-ordered laboratory and X-ray performed in the FMC. The FMC staff will make every effort to schedule your appointment at a time that is convenient for you. If you need anything, do not hesitate to contact the Student Health Coordinator, at studenthealthnurse@ouhsc.edu. For more information, visit the Student Health Services webpage.
   
   If your placement is outside of the Oklahoma City area, you must come into the campus to use the Student Health Services. If you visit a local physician, it is at your own expense.
    
2. Financial aid resources
   
   Call the Financial Aid office at (405) 271-2118 or visit the Bursars website for information about out-of-state and international student tuition, scholarships and student loans. 
   
   Scholarships are available from the Academy of Nutrition and Dietetics Foundation (ANDF) www.eatright.org and the Oklahoma Academy of Nutrition and Dietetics (OkAND) www.oknutrition.org on a yearly basis. Applications for ANDF and Ok AND scholarships are typically distributed in December and due in January (Ok AND) and February (ANDF).
    
3. Academic resources
   
   The mission of the University of Oklahoma is to provide the best possible educational experience for our students through excellence in teaching, research and creative activity, and service to the state and society.
   
   The IP director and other faculty of the Department of Nutritional Sciences are available to provide tutoring if indicated during the program. It is the goal of the OUHSC IP to identify students who may have difficulty or lack skills required for one or more of the rotations. In order to address this potential need, the program has the following policies:

• In order to provide a review of Medical Nutrition Therapy, all interns must complete the “clinical boot camp” assignment before they arrive in Oklahoma for orientation week. This will be evaluated by the IP director and/or clinical coordinator
• All interns will be given a competency exam during the orientation week; students who score < 70% will be closely monitored during the program
• If a student’s performance is evaluated on the weekly summary as poor (1) or needs improvement (2) for three consecutive weeks during a major rotation (clinical, management or community), the clinical coordinator or IP director will have a conference with the preceptor and student to discuss the problem. A remediation plan will be designed as needed. This may include removing the student from the rotation site during the needed didactic remediation.
• The IP director, clinical coordinator and other faculty of the Department of Nutritional Sciences are available to tutor students if needed.

Information maintained by the University of Oklahoma about students, and in some instances former students, is covered under the Family Educational Rights and Privacy Act (FERPA).   FERPA is defined as either directory or confidential. Any office gathering such information and/or having custody of it shall release it only in accordance with this policy or as otherwise required by law. When a student enrolls at the University and furnishes data required for academic and personal records, there is an implicit and justifiable assumption of trust placed in the University as custodian of such information.  This relationship continues with regard to any data subsequently generated during the student's enrollment.

While the University fully acknowledges the student's rights of privacy concerning this information, it also recognizes that certain information is part of the public record and may be released in accordance with applicable law. With these considerations in mind, the University of Oklahoma adopts the following policy concerning the release of information contained in student records:

Directory Information 
This is information, which routinely appears in student directories and alumni publications and may be freely released.  Upon written request by the student, directory information will be treated as confidential and released only with the student's consent except where disclosure is required or permitted by law.  Students may at any time request that directory information be treated as confidential and released only with their consent. Students should contact the Registrar at their specific campus location for the appropriate forms. Students should be advised that by withholding directory information, University officials are prohibited from releasing any form of information without their consent, or as permitted or required by law.  This means the status of students, who apply for an auto loan, good student discount, apartment lease, employment verification, enrollment verification, loan deferment, etc., will only be verified by University officials when accompanied by a release from the student. 

Directory information includes the following: 
The University of Oklahoma, in compliance with the Family Educational Rights and Privacy Act (FERPA), has designated specific information as Directory Information:

• Name
• Home & Permanent Address
• Email Address
• Telephone numbers
• Major field of study
• Class year
• Enrollment status
• Anticipated degree date
• Participation in officially recognized University activities
• Degree and awards received (including outstanding or recognized academic achievement)
• Most recent previous educational institution attended

Although not specifically included within the definition of directory information, the University permits faculty to post individual student grades and interim class evaluations provided the information is identified by code numbers and does not identify the student.  Students who do not want this information released or posted must notify their instructor or the Registrar's office.

Confidential Information 
This is all other information contained in the student's educational record that can be released only upon the written consent of the student, with the following exceptions defined in the Family Educational Rights and Privacy Act of 1974, as amended, which waive prior student consent. 

Disclosure of Education Records

1. To school officials who have a legitimate educational interest in the records. School officials are defined as follows: 
   • A person employed by the University in an administrative, supervisory, academic or research, or support staff position, including law enforcement personnel and health or medical staff.
   • A person serving on the Board of Regents.
   • A person or company under contract to the University to perform a service or function, instead of using University employees or officials (such as an attorney, auditor or collection agent).
   • A person who is assisting another school official in performing his/her tasks including but not limited to, a student serving on an official committee, such as a disciplinary or grievance committee.
     
     A school official has a legitimate educational interest if the official is: 
      
   • Performing a task that is necessary to fulfill his or her professional responsibilities for the University
   • Performing a task related to a student's education
   • Performing a task related to the discipline of a student
   • Providing a service or benefit relating to the student or student's family, such as health care, counseling, job placement, scholarship, or financial aid
   • Maintaining the safety and security of the campus
2. To officials of other institutions in which a student seeks or intends to enroll on the condition that the issuing institution makes a reasonable attempt to inform the student of the disclosure unless the student initiates the transfer, or this type of disclosure is covered under the institution's annual notification.
3. To certain officials of the Department of Education, the Comptroller General, the Attorney General of the United States, and State and local educational authorities, in connection with audit or evaluation of certain State or federally supported education programs, or for enforcement of, or compliance with federal legal requirements which relate to these programs.
4. In connection with a student's request for or receipt of financial aid to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid.
5. To State and local officials or authorities if specifically required by a State law that was adopted before November 19, 1974.
6. To organizations conducting certain studies, as further detailed under FERPA, for or on behalf of the University.
7. To accrediting organizations to carry out their functions.
8. To parents of an eligible student who is claimed as a dependent for income tax purposes. (Proof of dependency is required.) Parents of international students are excluded.  International students sign a 1-20 granting specific agencies access to educational records.
9. To comply with a judicial order or a lawfully issued subpoena, provided that the educational institution makes a reasonable effort to notify the student of such prior to compliance in accordance with FERPA.
10. The Attorney General of the U.S. or his designee in response to an ex parte order in connection with the investigation or prosecution of terrorism crimes.
11. To appropriate parties in a health or safety emergency.
12. To individuals requesting directory information so designated by the University.
13. To notify the alleged victim of the final results of any disciplinary proceeding conducted by the University against an alleged perpetrator of a crime of violence or non-forcible sex offense.
14. To parents regarding the student's violation of any federal, state, or local law, or of any rule or policy of the institution, governing the use or possession of alcohol or controlled substance if:  the institution determines that the student has committed a disciplinary violation with respect to that use or possession; and the student is under the age of 21 at the time of the disclosure to the parent.
15. The disclosure concerns sex offenders and other individuals required to register under section 170101 of the Violent Crime Control and Law Enforcement Act of 1994, 34 U.S.C. §14071 and the information was provided to the University under 42 U.S.C §14071 and applicable federal guidelines.

Confidential information shall be transferred to a third party only on the condition that such party will not permit any other party to have access to the information without the written consent of the student. 

Record of Requests for Disclosure
The Registrar maintains a record of all requests for and/or disclosures of information from a student's education records.  The record indicates the name of the party making the request, any additional party to whom it may be disclosed, and the legitimate interest the party has in requesting or obtaining the information.  The record may be reviewed by the eligible student. 

When a student signs a release authorizing another party access to his or her educational record, that signed release, including identification of the individual and organization to which access has been authorized and the use of the data gathered, is maintained by the Registrar.  Student requests for copies of their own educational records (such as transcripts) are also retained by the Registrar simply as a record of the request having been completed. 

Procedures to Inspect Education Records
Students may inspect and review their education records upon request to the appropriate records custodian or appropriate University staff person. Refer to the section within this policy that defines the type of records along with the location and name of the custodian. 

Student should submit to the records custodian or an appropriate University staff person a written request which identifies as precisely as possible the record or records he or she wishes to inspect.

The records custodian or an appropriate University staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected.  Access must be given in 45 days or less from the date of receipt of the request.

When a record contains information about more than one student, the student may inspect and review only the records which relate to him or her.  Information that identifies the other student must be redacted.

Correction of Education Records
Students have the right to challenge and request amendment of the contents of records that they believe are inaccurate, misleading or in violation of their privacy rights.  Following are the procedures for the correction of records:

1. A student must ask the appropriate University official of the University of Oklahoma to amend a record. (Type of records, location and custodians are listed later in this policy.)  In so doing, the student should identify the part of the record to be amended and specify why the student believes it is inaccurate, misleading, or in violation of his or her privacy rights.
2. Within a reasonable period of time, the University will either comply with the request or not comply.  If it decides not to comply, the University will notify the student of the decision and advise the student of his or her right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student's privacy rights.
3. Upon request, the University will arrange for hearing and notify the student, reasonably in advance of the date, place and time of the hearing.
4. The hearing will be conducted by the Vice Provost for Academic Affairs.  The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student's education records.  The student may be assisted by one or more individuals, including an attorney retained at his or her expense.  The University may be represented by University Legal Counsel.
5. The University will prepare a written decision based solely on the evidence presented at the hearing.  The decision will include a summary of the evidence presented and the reasons for the decision.
6. If the University decides that the information in the student's record is inaccurate, misleading, or in violation of the student's right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.
7. If the University decides that the challenged information is not inaccurate, misleading, or in violation of the student's right of privacy, it will notify the student that he or she has a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.
8. The decision shall be in writing, be based solely on the evidence presented at the hearing and delivered to all parties concerned who have a legitimate educational interest.
9. The statement from the student will be maintained as a part of the student's education records as long as the contested portion is maintained.  If the University discloses the contested portion of the record, it must also disclose the student's statement.

Limitations on Right of Access
The University reserves the right to refuse to permit a student to inspect the following records:

1. The financial statement of the student's parents.
2. Letters and statements of recommendation for which the student has waived his or her rights of access, or which were maintained before January 1, 1975.
3. Records related to an application to attend the University of Oklahoma or a component unit or campus of the University if that application was denied.
4. Those records which are excluded from the FERPA definition of education records.

Refusal to Provide Copies
The University has a policy which denies students copies of their educational records, including HSC transcripts, under certain conditions. While the University cannot deny students access to their education records, students will be denied copies of those records in the following situations

1. The student has an unpaid financial obligation to the University.
2. There is an unresolved disciplinary action against the student.
3. The education record requested is an exam or set of standardized test questions.

Parental Access to Student Academic Records
Parents of a dependent student may have access to grades and other confidential academic information under guidelines provided in the Family Educational Rights and Privacy Act of 1974. Access to this information is limited to parents who claim the student as a dependent for income tax purposes. Each request must include a copy of the top portion of the parent's most recent tax return, showing the student's identifying information. 

Requests for specific grade or other academic information can be addressed to the Office of Admissions and Records. Campus addresses are listed later in this policy. 

Intern Records
Intern records are maintained in the Departmental Office (as well as some in the Office of Intern Affairs of the College of Allied Health). An intern may review his/her Departmental file/records at any time in the presence of the Program Director or Departmental Chairperson. In very busy times, the intern may be asked to wait 24 hours before an appropriate time may be found for such a review. It is never the intent to withhold any information from the intern.

The Department and College abide by the University of Oklahoma policies on non-discrimination, equal opportunity, and sexual misconduct, discrimination, and harassment, which can be accessed here. If an intern thinks that he/she has been subjected to a policy violation, a complaint should be filed with the Affirmative Action Office, Bird Health Sciences Center Library, Room 111, 405-271-2110.

Specific and detailed guidelines for intern withdrawal, as well as refund of tuition and fees, are published in the University of Oklahoma Academic Calendar.