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Schedule Number
ST6800
Primary Title
Counselling Services; Faculty of Medicine Postgraduate Medical Education
Office of Primary Responsibility
Counselling Services; Faculty of Medicine Postgraduate Medical Education
| Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record. |
Description
Records documenting the education of postgraduate medical trainees in residency, post-residency or post-certification programs; and counselling practicum and internship training. Includes process of admission, matched Canadian Residency Matching Service (CaRMS) and Association of Psychology Postdoctoral and Internship Centers (APPIC) information, resident and counselling trainee files, and postgraduate visiting electives and fellows. Includes resident and counselling trainee leave, vacation management letters of award and disciplinary actions.
- For records relating to medical and counselling case files, see SC6250: Student and Community Services – Counselling, Health, Wellness and Support Services
- For records relating to student case files in academic departments, see ST6600: Students – Faculty and Department Student Records
Vital: No
PIB: Yes
Authority:
Postgraduate Medical Education Policy No. 5 Resident Records Policy
UBC Information Security Standard U1
Date Approved: 20220729; 20240830
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, FR EV=when record is superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=when record is superseded or obsolete |
|
10 |
Admissions and Recruitment Assessments Includes Rank order Lists, interview notes and forms, file review forms, checklists, etc. |
EV+1Y, D Unsuccessful = C+1Y, Destroy. Successful = Retain in resident file |
|
Applications for CaRMS and APPIC – Matched For CMGs, IMGs and Sub- Specialty. |
EV+ 1Y, D EV= duration of residence Note: Do not download unmatched from CaRMS and APPIC. |
|
|
20 |
Committees |
CY+5Y, SR SR=UA will selectively retain records from this series |
|
Postgraduate Fellows (PGME) Records of attendance and grades are sent to home school. |
AY+7Y, D |
|
|
Postgraduate Visiting Electives (PGME) |
AY+7Y, D |
|
|
Resident Files (PGME) (paper and digital files) Includes application records, certificates, AVPs, CCTs, EPAs, ITERs, CITERs, OSCEs, FITER, Transfers, Waiving, Training Verifications, PEAPs, Electives, leave and vacation management records, letters of good standing, letters of award, correspondence with sites and trainees. |
CY+50Y, D Individual records to be transferred to resident file once process copies are no longer active or once information is entered into an information system Note: Final summative judgement records such as FITER, remediation plans, disciplinary actions and correspondence should be retained for the full retention. Field notes and periodic reviews are less important and could be weeded from the file once the summative record exists. |
|
|
Tracking Includes any documents used to track entities such as resident contact information, sponsors, community or teaching site information, progress, budget expenditure, etc. |
EV+0, D EV=when tracking is no longer required |
|
|
33 |
Trainee Files (Counselling) (paper and digital files) Includes successful application records to Counselling Services’ practicum and internship training through APPIC, appointment letters, criminal records checks, contracts, goal-setting, schedules, performance evaluations, certificates of completion, verification of training, letters of reference, and applications for licensure.
|
CY+25Y, D Individual records to be transferred to trainee file once process copies are no longer active and once information is entered into an information system. Retain for 25 years for reference checks and verification of training. For verification of training of past residents of PGME, see 35 – Verification of Training (PGME). |
|
Verification of Training (PGME) Includes verification letters that past residents request to verify their training, which are only retained for internal reference, and corresponding invoice. Note: A digital version of verification letters and corresponding invoices may serve as convenience copies for internal reference. This information should be part of the Resident file. |
CY+50Y, D |
|
|
45 |
Issues |
CY+5Y, D |
|
60 |
Reports |
CY+5Y, SR SR=UA will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year