Annual Student Record Notice

Annual Notice for Handling of Student Records

A student record is: 1) any record (paper, electronic, video, audio, biometric, etc.) directly related to the student from which the student’s identity can be recognized; and 2) maintained by the education program/institution or a person acting for the institution.

Directory information is student information not generally considered harmful or an invasion of privacy if released. Directory information includes: name, address, email, telephone, date of birth, religion, previous education, and photograph. A student may opt out of directory information by submitting a dated, signed written request to the Director of CCME and to the supervisor of the unit. Current students can restrict directory information and/or record access at any time during attendance. Restrictions will be honored even after the student’s departure. Former students cannot initiate new restrictions after departure. All other information is released only with the student’s written, signed, dated consent specifying which records are being disclosed, to whom, and for what limited purpose. The student’s name, address, denomination and unit of CPE successfully completed will be sent to the ACPE office on the student unit report at the completion of each unit of CPE.

A student file is normally kept for 10 years in the CCME office. After the completion of the unit of CPE, the file will include application materials as of spring 2016 (Only the face sheet of the application was kept in the files prior to spring 2016), a copy of the signed training agreement, the signed release of materials for training purposes, the supervisor’s evaluation, and the student’s own evaluation, if submitted. Before 2010, the file only includes the supervisor’s evaluation and the application face sheet.

Educational officials and legitimate educational interests: The prior written consent of a student or former student for disclosure of all or part of a student record is not required for educational officials of the school with a legitimate educational interest. Educational officials of the school are those individuals designated by the CPE supervisor to perform such tasks as application screening and admission interviewing, educational consultations, establishing and reviewing student records (secretarial functions), administrative needs of the institution for matriculation and/or employment as well as for access to institutional computer systems and patient records, and consultations to the CPE supervisor. Legitimate educational interests are those related to the tasks performed by educational officials including, but not limited to application screening, admission interviewing, educational consultations, matters related to the student’s learning goals and spiritual care of patients, families, and staff, and meeting the administrative requirements of the school and the institution served. The final evaluation of the unit will require written consent for it to be sent to others or the student may photo copy or scan the ACPE supervisor’s final signed evaluation on letterhead, as needed, in order to provide this record to their educational institutions or judicatories.

This ACPE CPE center/program guarantees to its students the rights to inspect and review education records, to seek to amend them, to specified control over release of record information, and to file a complaint against the program for alleged violations of these Family Education and Privacy Act (FERPA) rights.

A student has a right to object to record content. If not negotiable, the written objection will be kept with and released with the record. Grades are exempted from this right.

Violations of these protocols may be reported to the Chair of the Accreditation Commission at: ACPE, One West Court Square, Suite 325, Decatur, GA 30030.