Initially created as the ad hoc GSA Committee on Medical Licensure in 1996, the renamed Committee on Student Records (COSR) was elevated to a regular standing committee of the GSA in 1998.
Committee Charge
GSA-COSR seeks to:
- Discuss matters of national interest brought forward from GSA constituents or AAMC staff;
- Assist COSR constituents with the interpretation and application of laws, regulations and school standards in regards to the maintenance of academic record;
- Increase the awareness of best practices for record retention and disposal in the medical school setting;
- Provide programming and publications that assist records professionals in their duties, including maintaining the integrity of academic records;
- Promote professional development opportunities for medical school student records administrators; and
- Collaborate with GSA leadership on matters that involve and/or impact the work of student records administrators.
Message from the Chair
I am honored to serve the national medical school records and registrar community and the AAMC as the Chair of the Committee on Student Records (COSR). It is a privilege to serve in this role and to contribute to the advancement of our profession and the quality of medical education as we continue to build on the work of our previous COSR chairs and representatives. COSR is one of the five national committees of the Group on Student Affairs (GSA) who are advisory to the GSA Steering Committee and AAMC. Our committee is comprised of the COSR Chair, four regional representatives, a Committee on Student Diversity Affairs (COSDA) representative, an Organization of Student Representatives (OSR) Liaison, a Committee on Student Financial Assistance (COSFA) Liaison, and the GSA Committee Past Chair.
The goal of COSR is to bring together various medical school administrators and professionals to discuss matters of national interest brought forward from GSA constituents. COSR is intended to provide a collaborative environment where matters that involve and/or impact the work of student records administrators can be discussed in an open forum. Through COSR we have the opportunity of collaborating with a team of dedicated professionals who work tirelessly to ensure the accuracy, security, and accessibility of student data across the nation's medical schools. Our committee is dedicated to developing and maintaining standards, policies, and best practices for student records management, as well as providing guidance and support to our colleagues in the field. We also collaborate with other AAMC groups and external stakeholders to address emerging issues and challenges related to student records in the changing landscape of medical education.
We welcome the input of our community and encourage you to become involved by participating in our quarterly community calls, attending regional and national professional development meetings, and most importantly, by reaching out to us with the issues and concerns that affect records professionals. It is through your input that the committee can best achieve its goals and initiatives. I strongly encourage you to contact me or your regional representative with suggestions, questions, and feedback.
Sincerely,
Carol McGhie, EdD, MSEd
Chair, Committee on Student Records
Director of MSOM Student Records, Registration, & Enrollment
University of Miami Miller School of Medicine
Member Resources
(Sign In Required for Some Resources)
- Visiting Student Workgroup (VSW) Report (Sign In required)
- Guide for Medical School Student Records Administrators on the LCME Accreditation Process (PDF) (Sign In required)
- Emergency Guidelines for Records Officers (PDF) (Sign In required)
- COSR presentations at 2019 GSA Regional Meetings
- Effective Practices for Developing Policies on Good Standing (PDF)
- The Guidelines for Medical Schools Regarding Academic Transcripts (PDF)
- Guidelines for Maintaining Active and Permanent Student Records (PDF)
- Post Graduation Name Changes Best Practices (PDF)
- Student Records Resources
- Visiting Student Learning Opportunities™ Program: Training and Resources for Participating Institutions
Other Resources
- AAMC Standardized Immunization Form
- AAMC Uniform Clinical Training Affiliation Agreement
- American Association of Collegiate Registrars and Admissions Officers (AACRAO)
- Family Education Rights and Privacy Act of 1974 (FERPA) “Buckley Amendment”
- Federation of State Medical Boards (FSMB)
- National Board of Medical Examiners (NBME)
- United States Medical Licensing Examination (USMLE)
COSR Committee Roster
Chair
Carol McGhie, EdD, MSEd (November 2023 - November 2026)
Director of Student Records and Registration
University of Miami Miller School of Medicine
Immediate Past Chair
Hilit Mechaber, MD (November 2023- November 2024)
Senior Associate Dean for Student Affairs
Associate Professor of Clinical Medicine
University of Miami Miller School of Medicine
Committee on Student Diversity Affairs (COSDA) Representative
William Turner, MD, FACP (November 2021- November 2024)
Associate Professor of Medicine
Columbia University Vagelos College of Physicians and Surgeons
COSR Liaison to the Committee on Student Financial Assistance (COSFA)
Celeste Fowles Nguyen, EdD (November 2023 – November 2026)
Registrar and Associate Director, Academic Operations
Educational Programs and Services - Office of Medical Student Affairs
Stanford University School of Medicine
Committee on Student Records (COSR) Liaison to COSFA
Chasity Hawkins, MEd, MBA (November 2023 – November 2025)
Associate Director, Financial Planning & Registrar Services
University of Texas at Tyler School of Medicine
Central Region (CGSA) Representative
Matthew Edwards, MEd (November 2020 – November 2026)
Registrar
University of Iowa Health Care
Carver College of Medicine
Northeastern Region (NEGSA) Representative
Hayley Erickson, MA (November 2021- November 2024)
Registrar
Albert Einstein College of Medicine
Southern Region (SGSA) Representative
Wandy Cruz-Velazquez, JD, MA (November 2023 – November 2026)
Associate Registrar for School of Medicine
University of Texas Rio Grande Valley School of Medicine
Western Region (WGSA) Representative
Christina Granillo, PhD (February 2024 - November 2026)
Health Sciences Assistant Clinical Professor
Director of Academic Success
UC Riverside School of Medicine
AAMC Representative
Irena Tartakovsky, MD, MS
Director, Constituent Engagement
AAMC