Maintenance and Retirement of Records Policy

Berkshire Community College

Nursing Division

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 and electronic exams archived
Minutes Faculty Curriculum Workshops Advisory	Administrative Assistant	5 years electronically	Destroy after 5 years
ATI/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 at time of hire 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

*For faculty in the clinical settings

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 Matriculation Form Transcripts Evidence of HS completion or evidence of college degree Admission Checklist Admission Correspondence Other documents as necessary	Dean of Enrollment Management	7 years private secured, on file, electronically	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 Readmission HESI results Readmission Skills paperwork Mentoring Forms	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

Other Collective Student Data Files

Document	Responsibility	Maintenance	Retirement	Comment/Rationale
CPR certifications ATI/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.	Policy changed 11/2021 to keep records for 3 years after cohort graduation date instead of 6 months as previously approved
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

Created Nursing Faculty Committee – 5/1/23, revised 10/23/23