VCOM Institutional Policy and Procedure Manual

Publication/News/Communications Records

Still and moving images provide audio-visual documentation of College activities, events, students, faculty, and staff. Still and moving images include fully identified photographs in print, negative, and slide formats; video recordings; film; and audio recordings in all formats. Advertising, marketing and other promotional materials Audio or video recordings of College- sponsored events and performances. Does not include instructional materials. Vitae, photographs, profiles, or articles about the individual created or used in the course of publication research Interview with or about members of the VCOM community

Office or Committee of Origin, Marketing and Communications Marketing and Communications

Photographs and Recordings Advertising and Marketing

Until administrative need is satisfied 6 years or permanently as needed

Confidential Destruction or Retain in Office Confidential Destruction or Retain in Office

Audio and Video Recordings

Marketing and Communications

6 years or permanently as needed

Confidential Destruction or Retain in Office

Until administrative need is satisfied Until administrative need is satisfied

Confidential Destruction or Retain in Office Confidential Destruction or Retain in Office

Biographical Files

Marketing and Communications Marketing and Communications

Interviews

Press Releases

News releases about VCOM, its people, programs or initiatives. Marketing and Communications

Until administrative need is satisfied

Confidential Destruction or Retain in Office

May also include annual reports, newsletters, programs, flyers, brochures. Includes both electronic and paper publications.

Marketing and Communications, Office of the President Marketing and Communications

Publications Social Media

Until administrative need is satisfied 6 years or permanently as needed

Confidential Destruction or Retain in Office Confidential Destruction or Retain in Office

Social media channels associated with VCOM

Speeches or statements delivered by members of the VCOM community Official college websites or webpages that contain college records. Includes initial and promotion portfolios, LORs, minutes of the APT Committee, decision letters, etc. Faculty Workload Reports, recording course load, teaching/admin hours/week, research activities, etc. QAC raw data and summative reports; evaluations of preceptors, DSMEs, Site Coordinators The log typically includes details like the date and time of access, the identity of the person accessing the files (e.g., staff member, administrator), and the specific files or data viewed, modified, or downloaded. Transcript and Document requests received from current and former students, and campus officers. Student signed (electronic or paper) authorization for disclosure of education record Request for Amendment of Education Record File Decision letters resulting from formal hearings regarding amendments of education records. Records related to CME sessions attended. Records related to faculty or staff development sessions attended. CIFSS CIFSS

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Speeches

Marketing and Communications

Website and Webpages

Marketing and Communications

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Faculty Records

Clinical Affairs, BioMedical Affairs, Human Resources

Rank and Tenure Files

7 years after employment separation

Confidential Destruction

Faculty Adequacy Reports

Medical Education, Clinical Affairs 6 years

Confidential Destruction

Confidential Destruction Confidential Destruction

Evaluations

Medical Education, Clinical Affairs 6 years

CME

6 years

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Faculty and Staff Development

FERPA Records

Access Log of Student Files

Registrar

Until graduation or separation from the college Confidential Destruction

Official Transcript and Document Requests

Registrar

1 year from date of request

Confidential Destruction

Authorization to Release Records Form

Registrar

Permanent

Retain in Office

Request for Amendment of Education Record and Hearing File Educational Record Request Resolution Hearing Letter(s) Requests for and disclosures of personally identifiable information

Registrar

Permanent

Retain in Office

Registrar

Permanent

Retain in Office

Registrar

Permanent

Retain in Office

Student Directory Opt-Out Request and Authorization Form

Student requests to opt-out of directory information disclosure

Registrar

Permanent

Retain in Office

Alumni Records

Electronic record keeping system used to track alumni, includes alumni demographic data, contact information, biographical data. Development and Alumni Affairs

Alumni Database Records

Permanent

Retain in Office

Electronic record keeping system used to track donors’ giving thorugh endowment records, gift records, gift letter agreements, planned gifts, real estate gifts, and scholarship agreements and gifts. Includes donor demographic data, contact information, biographical data, giving histories.

Donor Database Records

Development and Alumni Affairs

Permanent

Retain in Office

Library Records

Library collections, special collections, medical supplies, etc. donated that may have historic value Articles provided to and received by DOCLINE libraries

Physical Items donated Interlibrary Loan Donations/Gifts Required Booklists Library eNewsletter

Library Library Library Library Library Library

Permanent

Retain in Office

7 years

Confidential Destruction

Books/medical artifacts/clothing/other Annual required booklists 2003-present Quarterly eNewsletter 2022-present

Permanent Permanent Permanent Permanent

Retain in Office Retain in Office Retain in Office Retain in Office

VCOM Library Policies & Procedures Manual

Documents activities and procedures of library functions

Non-Records

Extra copies of documents kept for convience, personal papers, emails, courtesy copies, drafts, personal notes

Copies

Various Departments

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Special Records

Vice President for Institutional Policy and Administrative Law

Any of the Above Records as the Need Arises

Until administrative need is satisfied

Confidential Destruction or Retain in Office