There are three student information systems used at the medical school. Information about each system and how to access it is listed below. The first two are specific to the medical school. The third system (Banner) is Brown University’s official student information system.
Every student can view his/her information and administrative access to this information is tightly controlled.
The Electronic Medical Student Record (EMSR) is a secure online system for storing information about AMS students. EMSR serves as the student’s official file and is maintained by the Records and Registration Systems Manager. EMSR is the repository for internal transcripts, various administrative forms, and communications involving administrators and advisors (uploaded emails and letters). Another component of EMSR is a Student Portfolio. The Student Portfolio is the single component of EMSR that is maintained by the student. Information stored in EMSR includes:
- AMCAS application
- Academic status
- Scanned documents, such as letters of recommendations, status change forms
- Student Portfolio and Scholarly Concentration information
- Internal transcripts, also known as grade-cards, are uploaded twice a year
Oasis is a registration and evaluation system designed specifically for medical students.
First and second year students use Oasis for evaluating lecturers, small group leaders, and Doctoring mentors. Evaluations of the students are also stored in Oasis.
Third and fourth year students use Oasis for the clerkship and sub-internship lotteries, to schedule electives, and to evaluate courses and faculty. All evaluations of student performance in clinical rotations are stored in Oasis. Grades for clinical rotations are submitted first to Oasis and then uploaded to Banner (see below).
Banner is Brown University’s official student information system. Information stored includes course registrations, grades, biographical data, and financial aid and student account information regarding charges and payments.
Grades from Oasis are uploaded into Banner. Official transcripts are produced from Banner. All students are required to keep their emergency contact and cell phone information updated in Banner.
Access to Student Records
Brown University's policies pertaining to student access to records and the protection of confidentiality comply with the Family Educational Rights and Privacy Act of l974.
When students meet with advisors or members of the administrative staff, memos summarizing that meeting may be prepared and uploaded to EMSR. Students’ faculty advisors - with the permission of the student - will be given access when appropriate. Any documents containing sensitive information will not be uploaded to EMSR, but instead will be kept in a confidential file in the Associate Dean's office. If a confidential file is being kept, a flag in EMSR will indicate that additional information is on file in the Associate Dean's office.
Students have a right to review all information contained in their EMSR, in Oasis, and in the confidential files (if any) kept in the Associate Dean's office. Students may access EMSR and Oasis online at any time.
Within the medical school, only those members acting in the students' educational interests are allowed access to EMSR and Oasis. No one outside the medical school can have access to EMSR nor will the medical school disclose any information from students' education records without the written consent of students, except to personnel within the institution, officials of other institutions in which the students seek to enroll, persons or organizations providing students financial aid, accrediting agencies carrying out their accreditation function, persons in compliance with a judicial order, or persons who become involved in an emergency in order to protect the health or safety of students or other persons.
Parents will not be informed of the student's status at Brown without written permission from the student.
Within the university, only those members acting in the students' educational interests are allowed access to EMSR.
Students who believe that their education records contain information that is inaccurate or misleading may discuss their problems informally with the Associate Dean for Medical Education. If the Associate Dean concludes that the student's request has merit, the student’s EMSR will be amended. If not, the student may add his or her own written comments to the record and/or request a formal hearing. Procedures for such a hearing are described under Section X-Appeal & Grievance Procedures.
Students have a right to expect that faculty and staff will respect their privacy and deal with sensitive information in an appropriate and professional manner. Information on an individual student's grades, performance on external examination (e.g., USMLE), financial status, medical problems, personal problems, and similar sensitive information should be handled carefully so as to prevent it from becoming known to unauthorized individuals.
The staff has been made aware of the need to be ever mindful of standards of professional conduct designed to keep sensitive personal information confidential. This includes keeping confidential information under secure conditions, limiting access, requiring faculty to justify access and to sign records, shredding rather than throwing away sensitive documents, not leaving sensitive documents exposed on desktops, not discussing sensitive information on the telephone when unauthorized persons are present, and not "gossiping."
Notification of Rights under FERPA for Postsecondary Institutions
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. EMSR and Banner (the University’s Records and Registration Platform) are compliant with the following guidelines.
(1) The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.
(2) The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
(3) The right to provide written consent before the University discloses personally identifiable information from the student's education records, except to the extent that FERPA authorizes disclosure without consent.
(4) The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5901