Storage and Return of Student Documentation from Clinical Partners Policy

Storage and Return of Student Documentation from Clinical Partners Policy
Creation DateMarch 27, 2013
Approval DateMarch 27, 2013
Effective DateSeptember 1, 2016

Organizational Scope

This policy applies to the Office of the Registrar and Student Enrolment, Program Chairs, Clinical Liaison Officers, Program Administrative Assistants, Office for Clinical Education and Clinical Coordinators or designates.


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.


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


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.


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

Revision History

Date Reviewer Change(s) Made
March 23, 2016 Don Bartlett Document reviewed - no changes required
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