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Student Records and Privacy (6.12)

Student Records and Privacy (6.12) - Policies, Administrative, UWHC, Department Specific, Clinical Nutrition, Dietetic Internship

6.12

6.12 Student Records and Privacy

Effective Date: 7/05 Date Revised or Reviewed: 7/2016

I. PURPOSE

It is the policy of the UW HEALTH Dietetic Internship to provide access to the intern
personal files for review and that confidentiality of personal files be maintained.

II. POLICY

It is the policy of the dietetic internship to maintain confidential personal records on every
intern. These records, located physically in the Dietetic Internship program manager’s
office, or secured electronically with UW-Madison or UW HEALTH information systems, are
private and are to be treated as confidential.

The dietetic internship will use only ethical and lawful means to gather information directly
from an applicant or intern, and recognizes its responsibility to provide adequate
safeguards to maintain confidentiality.

Confidentiality of interns’ records refers to the collection, use, access, dissemination and
retention of information maintained in the personal records.

III. PROCEDURES

A. The following information shall be maintained in files separate from the personnel
files of UW HEALTH Human Resources in a secure location.
Document Timeline Mode
DI Verfication Form permanent Hard copy until scanned
electronically
RDE Mis-Use Form permanent Hard copy until scanned
electronically
Registration Eligibility Application One-year beyond registration
eligibility application
Hard copy until scanned
electronically
DPD Verification Statement One-year beyond registration
eligibility application
Hard copy
Official Final Transcript(s) One-year beyond registration
eligibility application
Hard copy
Transcript Release Form Minimally, 4-weeks after class
submission to CDR
Hard copy
Learning Module Rubrics; student
projects; resumes
5-years for site reviewer
examination
Hard copy or electronic
Grades are recorded into the UW-
Madison

B. The information collected and maintained in the personal record will be
i. Used with discretion and in accordance with this policy.
ii. Limited to that use which is necessary for routine business practices
iii. Used as required by law.


IV. COORDINATION
UW HEALTH Dietetic Internship Program Manager
UW-Madison Certificate Program Manager

V. REFERENCES
UW-Madison University Relations: Policy on Use of University Information Technology
Resources
UW HEALTH 9.64 Maintenance of Employee Personnel Records

WRITTEN BY:

Karen Kritsch, PhD, RD
UW HEALTH Clinical Nutrition Manager, Outpatient Operations and Dietetic Internship

SIGNED BY:

Susan Rees, DNP, RN, CPHQ, CENP
VP DEV, NURSING & PT CARE SVCS