Student Records

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:

  1. Folders

    1. Admissions folder
    2. Academic folder
    3. Clinical folder

  2. 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.
  3. Disposition/Academic Records

    1. 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.
    2. 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.