Storage and Return of Student Documentation from Clinical Partners Policy

AC-OCE-POL-008 Storage and Return of Student Documentation from Clinical Partners Policy
Creation Date	March 27, 2013
Approval Date	June 28, 2018
Effective Date	September 4, 2018

Organizational Scope

This policy applies to the Registrar’s Office, Program Chairs, Clinical Liaison Officers, Program Administrative Assistants, Office for Clinical Education and Clinical Coordinators or designates at The Michener Institute of Education at UHN, School for Applied Health Sciences (“Michener”).

Purpose

In keeping with privacy law and accreditation requirements, Michener considers all student documentation to be confidential personal information. All official documentation related to students while undertaking their clinical experience must be treated in accordance with privacy law.

Definitions

Documentation related to students while undertaking their clinical experience refers to all documentation, regardless of the medium or format, pertaining to students’ personal information or academic performance. Documentation may include but not be limited to:

• Personal information pertaining to students including home and e-mail addresses, or telephone numbers
• Academic documentation pertaining to students including completed evaluations, log books, attendance records, notes on student performance, learning plans or incident reports

Policy

All hard copy and electronic documentation pertaining to clinical students, regardless of placement site or rotation must be:

1. securely stored in a locked drawer or filing cabinet at the clinical site where students are currently placed
2. returned to Michener or deleted from the site’s computer system within one month following the end of a student’s clinical base placement or specialty rotation.

Management Responsibilities

The Manager, Clinical Education Relations, is to ensure that all stakeholders, including new and current clinical partners/coordinators are made aware of this policy.

Consequences

It is critical that all clinical partners follow this policy as it pertains to personal information bound by privacy legislation. Non-compliance of this policy may result in confidential student-related information becoming accessible to others with implications ranging from, breach of affiliation agreements and loss of placement opportunities to potential loss of program accreditation status.

Associated Documentation

• Storage and Return of Student Documentation from Clinical Partners Procedure
• Michener Affiliation Agreement Template (contact the Office for Clinical Education)
• Access to Official Student Records Policy

Revision History