VCOM Institutional Policy and Procedure Manual

Academic Program Records

Narrative evalutions, competency assessments, exam answer sheets, graded materials (i.e. examinations, papers, presentations). A formal agreement between a learner and an instructor that outlines specific learning goals, strategies, resources, timelines, and assessment methods. A documented account of an individual's actions, conduct, or behavioral patterns over a specific period that is not part of the HCC or PESB record. The record may include observations, dates, descriptions of incidents or behaviors, and any interventions or outcomes. This also includes behavioral contracts formed outside of HCC/PESB. Immunization records are official documents that track an individual’s vaccinations and the dates they were administered. These records typically include information about the specific vaccines received, the dosage, the date of each dose, and any required booster shots. A photo release form is a legal document that grants permission for an individual or organization to use a person’s image, likeness, or photographs in various media, such as advertising, websites, or promotional materials. The outcome of a test that detects the presence of drugs or their metabolites in a person's system. Results are usually categorized as positive, negative, or inconclusive, with follow-up tests often required for confirmation. The specifics of the test, including the substances tested for and the testing method, are usually detailed in the report. Transcripts of student's graduation dates, degrees, and permanent grades at VCOM The MSPE includes detailed information on the student’s grades, clinical evaluations, professionalism, strengths, and areas for improvement. Attendance records taken for class attendance

CIFSS, Clinical Affairs, Medical Education, Simulation Medical Education, Clinical Affairs, Dean's Office, Office of the Provost, Registrar, CIFSS

Academic Records (miscellaneous)

Until cohort graduation

Confidential Destruction

Learning Contracts

Until graduation or separation from the college Confidential Destruction

Medical Education, Clinical Affairs, Student Affairs, Dean's Office, Office of the Provost

Behavioral Records/Behavior Contract

Until graduation or separation from the college Confidential Destruction

Attendance Records

Medical Education, Clinical Affairs Until cohort graduation

Confidential Destruction

1 year from graduation or separation from the college

Immunization Records

Clinical Affairs

Confidential Destruction

Photo Release Forms

Registrar, Communications Financial Aid, Registrar

Permanent

Retain in Office

Copy of Social Security Card

3 years after student graduation or separation

Confidential Destruction

Change of Status Form

Registrar

Permanent

Retain in Office

Clinical Affairs, Student Affairs, Dean's Office, Office of the Provost, Registrar

Results Report - Until graduation or separation from the college Results Letter - Permanent

Drug Test Results

Confidential Destruction or Retain in Office

Official Final Transcript

Registrar

Permanent

Retain in Office

Registrar, Clinical Affairs, Students Services, Biomedical Affairs, Research, Medical Educaiton

MSPE

Permanent Permanent

Retain in Office Retain in Office

Diploma

Registrar

Correspondence, Documents, and forms related to student requests for name change requests

Name Change Requests

Registrar

Permanent

Retain in Office

CIFSS, Registrar, Medical Education, Clinical Affairs Clinical Affairs, Registrar, Finance, CIFSS, Research, Financial Aid Registrar, Medical Education, Clinical Affairs Medical Education, Clinical Affairs, Registrar, Dean's Office, Office of the Provost, CIFSS

COMLEX Board Score Results

Scores, number of attempts, test dates, remediation plans

Permanent

Retain in Office

ADPOS

Permanent

Retain in Office

Grade Changes

Forms recording appeals and/or changes of grade.

Until cohort graduation

Confidential Destruction

Official letters/notifications, written statemets by students, meeting minutes, appeal letters

Promotion Board

Permanent

Retain in Office

3 year after graduation or separation from the college

Academic or Mental Health Counseling Records

Counseling records for students who visit CIFSS

CIFSS

Confidential Destruction

Records related to academic advising provided to individual students.

Academic Advising Records

Faculty Advisors, CIFSS

Until graduation or separation from the college Confidential Destruction

Documentation submitted with request for eligibility, eligiblity forms, accommodation plans, notification forms, meeting minutes Refers to records concerning awards given to students for educational, research, or other accomplishments. Records may include criteria and eligibility information, decision committee materials, lists of nominations, publications, correspondence, and announcements of awards. Petitions for a variety of requests, such as extensions, grades, exceptions to policy, etc. Records related to any student receiving VA benefits such as certifications, notifications, or requests.

CIFSS, Clinical Affairs, Medical Education

Section 504

Permanent

Retain in Office

3 years after student graduation or separation from the college

Non-Financial Student Awards

Various Departments, Student Affairs Dean's Office, Office of the Provost, Registrar

Confidential Destruction

Academic Petitions

Until graduation or separation from the college Confidential Destruction

VA Records

Registrar

7 years after graduation

Confidential Destruction

Residency Match Results

Registrar, Clinical Affairs

Permanent

Retain in Office