Main Content
Record Maintenance and Retirement Policy

The purpose of the Nursing Program Record Maintenance and Retirement Policy is to describe the official maintenance of school, faculty, student and graduate records in the Nursing Program. School, faculty, student and graduate records are maintained in accordance with the Massachusetts Statewide Records Retention Schedule (MSRRS) and pre-determined Nursing Program frequencies.

School/Program Records

DocumentResponsibilityMaintenanceRetirement
Annual Reports to MA BORN Program Director, Nursing Program Administrative Assistant 10 years in locked office
10 years electronically
Shred and discard after 10 years
Specific correspondence from MA BORN Program Director 10 years in locked office
5 years electronically
Shred and discard after 10 years
General correspondence from MA BORN Program Director 5 years in locked office
5 years electronically
Shred and discard after 5 years
Annual Reports to ACEN Program Director, Nursing Program Administrative Assistant 10 years in locked office
10 years electronically
Shred and discard after 10 years
Correspondence with ACEN (approval letters) Program Director 10 years in locked office
10 years electronically
Shred and discard after 10 years
Other Agency Correspondence (MARILN) Program Director 5 years in locked office Shred and discard after 5 years
Current Curriculum Material:
  • Syllabus
  • Instructor Course Outlines
Nursing Faculty 5 years in locked office
5 years electronically
Shred and discard after 5 years
Student Handbook Program Director, Nursing Program Administrative Assistant 10 years in locked office Shred and discard after 10 years
College Catalog Office of the Registrar and Office of Vice President of Student and Academic Affairs Permanent in locked office
Archived digitally since 2016
Permanent
Minutes:
  • Faculty
  • Curriculum
  • Admissions
  • Advisory Board
  • Systematic Review
  • DCA
Nursing Program Steering Committee, Nursing Program Administrative Assistant 5 years in binders in locked office Shred and discard after 5 years
NCLEX Results Program Director 5 years in locked office Shred and discard after 5 years
ATI Assessment Test Results Program Director 5 years in locked office
5 years electronically
Shred and discard after 5 years
Agency Contracts Program Director 5 years in locked office Shred and discard after 5 years
Department Budgets Department Dean, Program Director 3 years in locked office Shred and discard after 3 years
Program Evaluations
  • Student
  • Faculty
  • Agency
  • Graduate
Data Collection and Aggregation (DCA) Committee, Institutional Research and Planning (IRP) Individual data kept 1 year in locked office, secure electronic file.
Data complied at 1 year and aggregate data kept 5 years in locked office, secure electronic file.
Shred and discard after 5 years

Faculty Records

DocumentResponsibilityMaintenanceRetirement
Personnel Files (per MSRRS E04-05)
  • Application
  • Resume
  • Appointment letter
  • Orientation documents
  • Performance evaluations
  • Retirement information
  • Official transcripts
  • Licensure (upon hire)
Human Resource Office During employment and 50 years after separation from the college in locked, secure files in the Human Resource Department Destroy 50 years after separation from the college
Faculty Folder Portfolio:
  • Internal Nursing Faculty Profile
  • CV
  • Licensure (every 2 years)
  • Certifications
  • CPR Certification
  • CEUs
  • BORN Waiver if BSN (With mentoring information if Waiver Option 3)
Program Director, Nursing Program Administrative Assistant Duration of employment and 7 years after separation from college in locked office in the Nursing area Destroy 7 years after separation from college

Student Records

Family Educational Rights and Privacy Act (FERPA): The Family Educational Rights and Privacy Act (FERPA) of 1974 and amended in 2001, protects the privacy of students 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. Student records are also maintained in compliance with the Health Information Privacy and Accountability Act (HIPAA) of 1996. Records are maintained under the supervision of the Vice President for Academic and Student Affairs.

DocumentResponsibilityMaintenanceRetirement
Admission Record: [per MSRRS H02-01]
  • Application to the Nursing Program
  • Official Transcripts
  • High school transcript
  • TEAS score
  • Student letters
College Admissions Office; once accepted records are held in the Office of the Registrar; if not matriculated, records remain in Admissions Office Matriculated student records are retained for 5 years after graduation or separation from the college. All other student records are retained for 3 years.

Military and international transcripts are kept for 10 years.
Shred and discard after 3 or 5 years depending on student matriculation status.

Shred and discard military and international transcripts after 10 years.
Immunization/Health Records [per MSRRS H02-02(a)] Student Immunization Records Office; part of the Office of the Registrar In locked cabinets in locked office while in the program and 5 years after separation from the program. Shred and discard 5 years after separation from the program.
Student Program files:
  • Clinical evaluations
  • Letter of warning
  • Commendations
  • Student accountability contract
  • Student personal data form
  • Liability form
  • Buckley Amendment
  • CPR certification
  • Health insurance card
  • Audit agreement
Program Director, Nursing Program Administrative Assistant During enrollment and 3 years after graduation from program or last date of attendance, in locked cabinets in locked office in the nursing area. Shred and discard 3 years after graduation from program or last date of attendance.
Grievance records Student Grievance Officer Maintained for 8 years after grievance closure in locked, secure file Shred and discard 8 years after grievance closure.
Withdrawal records [per MSRRS H03-09] Office of the Registrar Maintained for 3 years after student withdraws from program Shred and discard 3 years after withdrawal from program

Graduate Records

DocumentResponsibilityMaintenanceRetirement
Transcript Office of the Registrar Permanent Permanent, secured, and on file with the Registrar’s Office