See Appendices of the Department of Nursing Policy Manual for folders and forms.
All records after fall 2020 are archived on M:\Offices\Academic Services\Divisions\STEM
and HSPW\Nursing.
Each matriculated student prior to fall 2020 has three folders in which records are
kept:
- Folders
- Admissions folder
- Academic folder
- Clinical folder
- Healthcare Organization Orientation and Mandatory Review
Clinical agencies require students to review mandatory topics annually. These topics
are contained in the online “Orientation Packet for Students and Non-Employed Professionals”
and on a video which meets the New York State requirements for review of Universal
Precautions. (See Tracking Form in the Appendices of the Department of the Department
of Nursing Policy Manual). Students must read the online material at the beginning
of each semester, and are required to view the video either during or prior to their
first clinical course. Each student must complete a mandatory online post-test with
a passing grade of 90% and attest via Brightspace that the above requirements have
been met. Students must also sign a composite form for the clinical agency confirming
that these requirements have been met.
Faculty forward this form to the appropriate agencies.
- Disposition/Academic Records
- After the student graduates, the Academic and Clinical folders are combined and kept
in the Department Office for two years before being microfilmed. Once processed, a
list is made of the records contained on each roll of microfilm and the original records
are destroyed. The rolls of microfilm are kept in Records Management. Copies of the
records list are kept in the Department Office and in Records Management, located
in Equipment Management. Copies of records contained on microfilm are available from
Records Management.
- Inactive Students: Academic and Clinical folders of students who have left the program
after completing one clinical nursing course are kept in the Department of Nursing
Office for 5 years, then are destroyed.
