Purpose

To outline the contents, access, storage, and maintenance of student records within Wesley Medical Center’s Clinical Pastoral Education Program in accordance with the Family Education Rights and Privacy Act (FERPA) and ACPE Accreditation Manual.

Policy

This ACPE CPE center/program guarantees to its students the rights to inspect and review educational 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.

Procedure

  1. This center does not provide directory information, with the following exceptions: 1) the student’s name, address, denomination and unit of CPE successfully completed may be included as part of the student unit report sent to the ACPE office at the completion of each unit of CPE; 2) directory information released with the student’s written, signed, dated consent specifying which records are being disclosed, to whom, and for what limited purpose.
  2. This CPE Center defines the official student record as the application materials of students admitted, matriculated and completing orientation, the two-page ACPE application face sheet with directory information, the supervisor’s coversheet and evaluation report(s) and the student’s own evaluation report(s), if submitted.
  3. It is the student’s responsibility to keep copies of evaluations and to maintain a file for future use. The center will not keep a permanent file of evaluation reports.
  4. After ten years, the center will destroy the student record except for the two-page ACPE application face sheet with directory information.
  5. No evaluation reports will be released from the file without the written request of the student, with the following exceptions: to protect the health or safety of the student or others, and for the purpose of accreditation or complaint review, or as required for legal processes. In the event of one of the above exceptions, Wesley Healthcare will consult with the ACPE Executive Director or Program Manager
  6. If information in student records or in a CPE Certified Educator’s records is considered of research value, and a CPE center or ACPE desires to collect and use such material for research, a release form shall be made available for the person’s signature. No personally identifiable material will be used for research without the person’s written permission for its use.
  7. Access to Student Records
    • Access to student records is restricted except for the following:
    • Education Officials may access student records without consent for legitimate educational purpose.
    • Students may review their records by scheduling a time for review with a CPE Supervisor. Students may not copy their records, but the CPE program will provide a copy at the students’ request and written permission. The center will allow student access to their record even when the student has outstanding financial obligations to the center
    • Members of the Professional Advisory Committee and staff chaplains may be given access to student applications for the purpose of participation in the admission interview.
    • In the event that the Wesley Healthcare Clinical Pastoral Education program closes, the center’s primary Educator or appointed designee will secure all student records of the closed center and ship the records to ACPE, c/o Accreditation.
  8. 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 exempt from this right.

Definitions

  1. Directory information is student information not generally considered harmful or an invasion of privacy if released. Examples include name, address, email, telephone number, date of birth, religion, previous education, and photograph
  2. A student record is: (1) any record (paper, electronic, video, audio, biometric, etc.) directly related to the student from which the student’s identify can be recognized; and (2) maintained by the education program/institution or a person acting for the institution.
  3. Education officials within this ACPE center are ACPE Certified Educator Students, ACPE Certified Educator Candidates, ACPE Associate Certified Educators, and ACPE Certified Educators.
  4. Legitimate educational interest includes processing admissions applications, admissions interviews, supervision, and observation or course assistance of an ACPE unit.