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 in locked office

10 years electronically

Shred and discard after 10 years

 

Specific correspondence from Board

Program Administrator

10 years in locked office

Shred and discard after 10 years

 

General correspondence from Board

Program Administrator

3 years in locked office

Shred and discard after 3 years

 

Current curriculum material:

  • Syllabus
  • Course Outlines
  • Course Evaluation
  • Clinical Evaluation

Nursing Faculty

 

3 year in locked office

5 years electronic file

 

Shred and discard after 3 years

 

Minutes

  • Faculty
  • Curriculum
  • Workshops
  • Advisory

Administrative Assistant

5 years

Official copies stored in locked office

Shred and discard after 5 years

 

HESI Assessment Test Results

Program Administrator

5 years electronically

Destroyed after 5 years

 

ACEN Correspondence

Program Administrator

5 years in locked office

Shred and discard after 5 years

 

Agency Contracts

Program Administrator

Stored 5 years in locked room

Active - Self renewed contracts

Inactive -

NA – not discarded

Non renewed contracts - Shred and discard after 5 years

 

NCLEX Results

Program Administrator

5 years in locked office and electronically

Destroyed, shred and discard after 5 years

 

Department Budgets

Program Administrator

3 years

Shred and discard after 3 years

 

Purchase Requests

Administrative Assistant

3 years

Shred and/or discard after 3 years

 

Articulation Agreements

Program Administrator

10 years

Shred and discard 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

Shred and discard 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

Shred and discard after 5 years

 

                                                                                                             

Faculty Records

Document

Responsibility

Maintenance

Retirement

Comment/Rationale

Personnel Files:

  • Resume-initial and recent
  • Copy of professional certifications
  • 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
  • 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

 

Duration of employment

Shred and discard after 7 years

 

 

Faculty Immunization Record

Nursing Data Analyst

7 years private secured, on file

Permanently electronically

Duration of employment

 

Shred and discard 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)
  • Student Handbook Statement of Understanding
  • Latex Allergy Form
  • Simulation Contract
  • Drug Screening Form
  • Clinical Final Evaluation Summaries (FES) for each course
  • As applicable, files may include:
  • Extension/Exception Forms
  • Academic Written Warning
  • Remediation Plans for clinical, academic or laboratory psychomotor skills
  • Clinical Action Plan for Success
  • Clinical Performance Critical Incident
  • Professional Behavior Warning
  • Request for NCLEX Academic Accommodation
  • Medical 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 6 months after program completion in private secured file.

 

Records, for students who leave the program due to a withdrawal or failure, are maintained for 1 year.

Contents of records are shredded and discarded as per the timeline indicated (6 months or 1 year). A list of names of graduates are maintained electronically in perpetuity.

 

Other Collective Student Data Files:

Document

Responsibility

Maintenance

Retirement

Comment/Rationale

  • CPR certifications
  • HESI test results for readmission
  • Psychomotor test results for readmission

Administrative Assistant

6 months after program completion in private secured file.

Records, for students who leave the program due to a withdrawal or failure, are maintained for 1 year.

Contents of records are shredded and discarded as per the timeline indicated (6 months or 1 year). A list of names of graduates are maintained electronically in perpetuity.

 

 

  • Data Spreadsheet

Data Analyst

Electronically stored for 10 years

Discarded 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

 

Withdrawal/Failure Records

Program Administrator

1 years private secured file

Kept 1 year – 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 09/01/20; Revised 12/09/2020, 1/28/2021