University of Central Florida University of Central Florida

COM Registrar’s Office

The Registrar and Student Records

Our office serves students, faculty, staff and alumni by informing each about the academic policies and procedures.  The Office provides prompt access to information and other administrative services to facilitate the educational mission of the college. 

The COM Registrar’s Office is the trustee of academic records for the University of Central Florida M.D. Program. The university ensures that the integrity and security of all academic records are in accordance with FERPA, the Family Educational Rights and Privacy Act, as set forth by the federal government.

The COM Registrar is responsible for student course registration, scheduling, enrollment verifications, applications for USMLE exams, state medical licensure forms and transcripts. The Registrar also maintains current information on every student’s academic status and current address information.

The COM Registrar maintains an open door policy. Please email the Registrar at comregistrar@mail.ucf.edu or call 407-823-4054 with questions or concerns.

Contact Information:
Teresa Lyons-Oten
Registrar, College of Medicine
E-mail:  tloten@mail.ucf.edu
Office Hours: Monday - Friday, 8 am to 5 pm

Physical Address:
University Tower, Room 320
12201 Research Parkway
Orlando, FL 32826-0116

Mailing Address:
P.O. Box 160116
Orlando, FL 32816-0116
Office:  407-823-4054
Fax:  407-823-1856


PID (Personal Identification Number)

Personal Identification Number (PID) is the key to accessing online registration, class schedule searches, adding and dropping courses (including viewing grades and fee schedules), and other online functions.  Students obtain the PID on their first login to https://my.ucf.edu. The initial login uses a default password. Following instructions, students choose a new password and reminder clue.  PID passwords can be changed at any time.

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Records

The COM Registrar maintains accurate records for medical students including application materials, medical school performance, evaluations and recommendations. Student records are maintained electronically within a secure infrastructure. The M.D. Program Registrar provides access to student records to faculty and administrative staff on a legitimate educational need-to-know basis.  Students have the right, under the Family Educational Rights and Privacy Act (FERPA), to inspect and review their educational records. Student records submitted to the university become the property of the university and originals cannot be returned to students or released to a third party.  Students may request to amend their records under the provisions outlined in the regulation.  Requests to amend information in medical student records will follow the appeal process included in the university’s Golden Rule at http://www.goldenrule.sdes.ucf.edu.

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Family Educational Rights and Privacy Act (FERPA)

The procedures for protecting the confidentiality of student records are based on state regulations and the federal Family Educational Rights and Privacy Act of 1974. FERPA student rights include:

The right to inspect and review education records within 30 days of the day the university receives a written request for access. Students should submit written requests that identify the record(s) they desire to inspect to the COM Registrar or COM Associate Dean for Students. The university official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the university official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

The right to request the amendment of education records that a student believes is inaccurate or misleading.  The student may ask the university to amend a record that he or she believes is inaccurate or misleading. The student should write the university official responsible for the record, clearly identify the part of the record to be changed, and specify why the current record is inaccurate or misleading. If the university decides not to amend the record as requested by the student, the university will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

The right to consent to disclosures of personally identifiable information contained in the education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational need-to-know. A school official is a person employed by the university in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational need-to-know if the official needs to review an education record in order to fulfill his or her professional responsibility.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by a state university to comply with the requirements of FERPA. Contact FERPA at Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington DC, 20202-4605.

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Directory Info

FERPA authorizes the university to classify certain information concerning students as “directory information,” which means that it may be released to anyone upon request. In accordance with Florida Statutes, Section 228.093, the university is required to release student directory information to independent vendors upon request.

Directory information at UCF includes:
Name
Current Mailing Address
Telephone Number
Date of Birth
Major Field of Study
Dates of Attendance
Enrollment Status
Degrees and Awards Received
Participation in Officially Registered Activities and Sports
Athletes’ Height and Weight

All other student information will be released in accordance with FERPA; in most cases this requires the student’s prior written and signed consent. The university extends to students the opportunity to withhold any or all information, including “directory information.” To do this, students must complete the appropriate form in the COM Registrar’s Office, 12201 Research Parkway, Suite 325, requesting this information be withheld. The Golden Rule outlines the university procedures for confidentiality. For additional information describing FERPA policy, check the Department of Education Family Policy Compliance Office Web site.

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Higher Education Act

Lists, descriptions, and sources of information required for disclosure under the Higher Education Act may be obtained from the UCF Registrar’s Office, P.O. Box 160114, Orlando, FL 32816-0114 or from the UCF Registrar’s Web site http://www.registrar.ucf.edu.

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Name Changes

To change the legal name maintained on the student’s official UCF record, the student must submit a completed “Change of Name” form and supporting documentation to the appropriate UCF office. Please attach a copy of a legal name change document (e.g., marriage certificate, divorce decree) to the form.  Students must submit the form to the M.D. Program Registrar’s Office.  The “Change of Name” form is available from the UCF Registrar’s Office Web site http://registrar.ucf.edu/forms.

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Mailing Address and E-mail Changes

UCF uses both e-mail and regular mail to contact students, but e-mail is the primary means of notifying students of important university business and information dealing with registration, deadlines, financial assistance, scholarships, tuition and fees.  If the student’s mailing or e-mail address changes, it is the student’s responsibility to make the appropriate changes to the address at https://my.ucf.edu or by written request to the COM Registrar’s Office, PO Box 160116, Orlando, FL, 32816-0116.

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We’re on target, on time.
Numerous organizations and associations are involved in the voluntary regulation of medical education in the United States. The primary accreditation organization for undergraduate medical education is the Liaison Committee on Medical Education (LCME). The LCME (www.lcme.org ) is the nationally recognized accrediting authority for medical education programs leading to the M.D. degree in U.S. and Canadian medical schools. The LCME is sponsored by the Association of American Medical Colleges and the American Medical Association. All state licensing boards in the United States require graduation from an LCME-accredited school to be eligible for licensure as an allopathic physician.

LCME three-step process for granting accreditation to new medical schools:

  1. Preliminary accreditation granted prior to recruiting the Charter Class of students

  2. Provisional accreditation, granted during the second year of the Charter Class

  3. Full accreditation granted during the fourth year of the Charter Class

UCF is on track
Preliminary accreditation has been granted and we are now recruiting the charter class of students to the College of Medicine for Fall 2009 enrollment.