ST6800: Students – Postgraduate Medical and Counselling Trainee Management

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EV=when record is superseded or obsolete 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EV=when record is superseded or obsolete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

12

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

22

Postgraduate Visiting Electives (PGME)

AY+7Y, D

25

Resident Files (PGME)

(paper and digital files)
Includes certificates of completion or achievement, evaluations, AVPs, CCTs, EPAs, ITERs, CITERs, OSCEs, FITER, Transfers, Waiving, PEAPs, Electives, letters of award, evidence of disciplinary action, evidence of completion of program, letters of offer and extensions, verification of training, prescription privilege approvals.  Also includes Postgraduate Fellows files; their records of attendance and grades are also sent to home school.
Also includes all documents uploaded to the Resident Management System.

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Individual records to be transferred to resident file once process copies are no longer active or once information is entered into an information system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, or kept in Resident Administration File as appropriate.

26

Resident Administration File (PGME)

Includes routine proof of enrollment, good standing, or recommendation; leave and vacation management records, accommodations, correspondence with sites and trainees, visa documentation and work permits, Covid-19 protocol compliance, application records, vaccination records, funding information, criminal record checks (typically only collected from Foreign Sponsored Trainees).
Includes Entrada files.

EV+10Y, D
EV = Completion of program (including transfer, termination, or withdrawal)

28

IMG CAP Candidate Files (PGME)
(International Medical Graduate clinical assessment program)

Includes applications, exam results, and letters submitted to CaRMS on student’s behalf.

AY+3Y, D
3Y= Test scores for the IMG CAP are valid for three (3) years.

31

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 and Nursing)

(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. Also includes BSN, MSN, PhD and all other Nursing programs’ trainee files including Nursing practicum records.

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).

35

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