2021-2022 Catalog

Maintenance and Retirement of Records Policy

 

Berkshire Community College

Associate Degree in Nursing Program

Maintenance and Retirement of Records Policy

The Nursing program Maintains records according to:

School/ Program Records

Document

Responsibility

Maintenance

Retirement

Comment/Rationale

Annual Reports to Board

 

Program Administrator

10 years

electronically

Destroy after 10 years

 

Specific correspondence from Board

Program Administrator

10 years electronically

Destroy after 10 years

 

General correspondence from Board

Program Administrator

3 years electronically

Destroy after 3 years

 

Current curriculum material:

  • Syllabus
  • Course Outlines
  • Course Evaluation
  • Clinical Evaluation

Nursing Faculty

 

5 years electronically

 

Destroy after 5 years

 

Student Exams

Nursing Faculty

3 years physical exams and electronically

Physical exams destroyed after 3 years and electronic exams archived

 

Minutes

  • Faculty
  • Curriculum
  • Workshops
  • Advisory

Administrative Assistant

5 years

electronically

Destroy after 5 years

 

HESI Assessment Test Results

Program Administrator

5 years electronically

Destroy after 5 years

 

ACEN Correspondence

Program Administrator

5 years electronically

Destroy after 5 years

 

Agency Contracts

Program Administrator

Stored 5 years in locked room

Active - Self renewed contracts

 

NA – not destroyed

Non renewed contracts - Shred and destroy after 5 years

Current facilities have new updated contract

NCLEX Results

Program Administrator

5 years electronically

Destroy after 5 years

 

Department Budgets

Program Administrator

3 years electronically

Destroy after 3 years

 

Articulation Agreements

Program Administrator

10 years

Shred and destroy after 10 years or as updated

 

Content/Exit Surveys

Program Administrator/IE/Data Analyst

 

Individual copies kept 1 year

Data compiled at 1 year

Aggregate Data kept 5 years electronically

Destroy after 5 years

 

Alumni Surveys

Program Administrator/IE/ Data Analyst

 

Individual copies kept 1 year

Data compiled at 1 year

 

Aggregate Data kept 5 years electronically

Destroy after 5 years

 

                                                                                                             

Faculty Records

Document

Responsibility

Maintenance

Retirement

Comment/Rationale

Personnel Files:

Resume-initial and recent

Copy of nursing license

Appointment/reappointment letters

Official transcripts

Personnel data form

Faculty release of information form

Correspondence, as applicable

Accolades, commendations, notes of appreciation, as applicable

College policy documents and forms, such as computer access, authorization to hire, personnel requisitions, change of rank, as applicable

Verification of employment forms, as applicable

Other documents as per the provisions of the applicable collective bargaining unit

Director of Human Resources

 

 

Locked and Secure File in Human Resource Department

 

 

Maintained in compliance with the Massachusetts Statewide Record Retention Schedule for State Agencies. This schedule states that employee personnel files documenting an individual’s work history are retained for fifty years after separation of service.

 

 

Per Massachusetts Statewide Record Retention Schedule for State Agencies.

 

 

 

Faculty Program Portfolio:

Annual Faculty Profile/addenda

Current CPR certification

Current Malpractice Insurance

Current Nursing License

Updated Resume as needed

Mentoring Forms

Orientation Checklist

Program Administrator

Locked and secured in the Program Coordinator’s office and electronically

 

Duration of employment

Shred and destroy after 7 years of resignation

 

 

Faculty Immunization Record

Nursing Data Analyst

7 years private secured, on file

Permanently electronically

Duration of employment

 

Shred and destroy after 7 years.

 

Permanently electronically

 

 

Student Records:  Family Educational Rights and Privacy Act (FERPA):  The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the privacy of student records by requiring prior written consent before disclosing personally identifiable information to a third party. It applies to colleges and universities that receive funding from the federal government.

Document

Responsibility

Maintenance

Retirement

Comment/Rationale

Admission Record

Dean of Enrollment Management

 

7 years private secured, on file

7 years and then shredded and destroyed

 

Health & Immunization Record

Nursing Data Analyst since 2019 – Student Engagement prior to Fall 2019

7 years private secured, on file

Permanently electronically

7 years and then paper copies shredded and destroyed

Permanently electronically

 

Student Program File

Entry Data Form

Essential Functions Form

Clinical Placement Form

Parking permit information (form or email)

Latex Allergy Form

Simulation Contract

Drug Screening Form

Student Handbook Statement of Understanding

Notification of Policy Change Procedure

Clinical Final Evaluation Summaries (FES) for each course

As applicable, files may include:

Academic Written Warnings

Remediation Plans for clinical, academic or laboratory psychomotor skills

Clinical Action Plan for Success

Critical Incident/Professional Behavior Warning

Medical leave - notes or permission to return to class/clinical

Administrative Assistant

All graduate records are retained by the Dean of Nursing or designee, for each cohort, for 3 years after program completion in private secured file.

 

Records, for students who leave the program due to a withdrawal or failure, are maintained for 3 years.

Contents of records are shredded and destroyed 3 years after graduation. A list of names of graduates are maintained electronically in perpetuity.

 

 

Records are shredded for students who leave the program due to a withdrawal or failure, are maintained for 3 years after cohort graduation date.

Policy changed 11/2021 to keep records for 3 years after cohort graduation date instead of 6 months as previously approved 10/2019

Other Collective Student Data Files:

Document

Responsibility

Maintenance

Retirement

Comment/Rationale

CPR certifications

HESI test results for readmission or bridging

Psychomotor test results for readmission

Administrative Assistant

3 years after program completion in private secured file and/or electronically.

 

Contents of records are shredded and destroyed 3 years after cohort graduation date. A list of names of graduates are maintained electronically in perpetuity.

 

 

Data Spreadsheet

Data Analyst

Electronically stored for 10 years

Destroyed after 10 years

 

Student Program Complaint Records

Program Administrator

5 years private secured file

Kept 5 years – then destroyed

 

 

 

 

Grievance Records

Dean of Students

5 years private secured file

Kept 5 years – then destroyed

 

Student Dismissal Record

Registrar

Registrar secured online files

Permanent, secured, electronically

As per Dismissal Policy

Student Financial Aid Records:

Records relating to eligibility and disbursement of Federal student aid funds

The Director of Student Financial Services

3 years private secured file in the Financial Aid Office for Federal funds.

7 years private secured file in the Financial Aid office for State funds

Federal records kept 3 years and then destroyed

State records kept 7 years and then destroyed.

Per state requirements, student payroll records are maintained for seventy-five years and then destroyed.

http://www.finaid.org/educators/ferpa.phtml

 

 

Graduate Records

Document

Responsibility

Maintenance

Retirement

Comment/Rationale

Transcripts

Registrar

Permanent

Permanent, secured, electronically

 

 

Revised: ADN Faculty Committee, 5/22/19, 10/8/19, 11/12/19, 1/31/2020; Reviewed: 9/01/20; Revised: 12/9/20, 1/28/21, 11/23/21