Counseling/Student Services Records
The Vice-President of Student Services and the Student Services Divisional Units (admissions, registrar, financial aid, testing, resident housing, academic advising, counseling, student success, safety and security, health clinic, high school relations, veterans affairs) utilize the College’s electronic imaging system to minimize the existence of paper documentation and safeguard against the loss of all physical records by disaster. The use of the electronic imaging system also allows access to these files by approved appropriate personnel from any VC location. The Student Services Division also takes steps to further protect grievance and disciplinary files, essential housing documentation, and critical health clinic medical records. These files are not only kept in locked storage behind locked office doors but are furthermore protected in fire safe files.
Destruction of Student Services paper records is done by shredding. All records are destroyed after 5 years except for housing and medical clinic records which are destroyed after 3 years. Student disciplinary and grievance records are kept in perpetuity within the office of the Vice-President of Student Services in fire safe files.