Educational records are maintained by the following offices: in part by Memorial University‘s Office of the Registrar, and in part by the Undergraduate Medical Education (UGME) office and the Office of Learner Well-Being and Success in the Faculty of Medicine. Access to educational files is restricted and is in accordance with Memorial University’s policy on Privacy. A learner's records are accessible by the learner, and this access provides opportunities for learners to review their records for accuracy and appropriateness. Following review, a learner may challenge any or all educational records for their accuracy and appropriateness. Records deemed by the learner to be misleading may also be challenged.

Office of the Registrar
The academic records maintained by the Office of the Registrar are accessible on-line by the learner at any time through Memorial Self-Service.  Any challenge or request for review of records entrusted to the Office of the Registrar are to be directed to the Registrar of Memorial University of Newfoundland at med_registrar@mun.ca.

UGME office
Records maintained by the UGME office are either stored in hard copy form or in electronic form either on the One45 database or on Faculty of Medicine servers. Through a secure, password-protected online process, a learner may access assessment records on One45 at any time.  Copies of each learner's MSPR are maintained in electronic form on the UGME server and may be reviewed upon request to the UGME office. Immediate access to a learner's hard copy records stored in the UGME office is available by visiting the UGME office and making a request in person.  Hard copy records may be reviewed by the learner at the UGME office any time that the office is open.  Before reviewing a file, the learner must present a valid university ID to a UGME office staff member and the access is recorded in a file registry.  The hard copy file may only be viewed in the UGME office in the presence of a UGME office staff member.  The hard copy file may include, but is not limited to, approved leave requests, approved electives/selectives requests, letters related to leave or withdrawal, correspondence with licensing/regulatory authorities, learner requested correspondence such as letters of reference or learner status and letters related to professionalism, discipline or academic misconduct. In the first instance, a challenge of UGME records is to be directed in writing to the Associate Dean, Undergraduate Medical Education. For learners who are unable to come to the UGME office, a request must be made in writing sent from the learner's official Memorial University e-mail address.  The request will be processed using the same timeframe as specified in provincial legislation related to access to information requests.

Office of Learner Well-being and Success
Records maintained by the Office of Learner Well-Being and Success are stored in hard and electronic copy. The file may include, but is not limited to, scholarship information, personal counselling documents and financial counselling documents. Any counselling documents only contain relevant information, document the learner's contact with the office and collect basic statistics on the kinds of services and supports provided to the learner. More than one file may be created for a learner if the learner avails of more than one service at the Office of Learner Well-Being and Success. This is to ensure only the appropriate staff members have access to the documents of the learner record relevant for their services. Electronic files are maintained on the Office of Learner Well-Being and Success server and may be reviewed upon request to the Office of Learner Well-Being and Success. Hard copy records may be reviewed by the learner at the Office of Learner Well-Being and Success during normal business hours.  Before reviewing a file, the learner must present a valid university ID to a staff member of the Office of Learner Well-Being and Success and the access is recorded in a file registry.  The hard copy file may only be viewed in the presence of a staff member of the Office of Learner Well-Being and Success. A challenge of records is to be directed in writing to the Assistant Dean, Learner Well-Being and Success. 

For advice on appeals arising from an unsuccessful challenge of a record, the learner is to contact the Office of the Registrar as per General Regulation (Undergraduate) 6.