Student Record Information

Academic Record

1. Transcripts
2. Clinical evaluations

Non-Academic Information
Including, but not limited to:

1. Application
2. Acknowledgement form from Student Handbook
3. Information release letter/waiver
4. Counseling records/forms
5. Letters of recommendation prior to graduation
6. Physical forms and immunizations
7. CPR certification
8. Background checks
9. Information Technology forms

Incident Reports

1. Hospital incident reports
2. Security incident reports

Student Access

1. Students may review the contents of their records upon written request to the Senior Associate Dean, St. Luke’s College of Health Sciences. Each request must be submitted to the Senior Associate Dean at least three (3) days prior to the appointment, to allow for scheduling and conference time, if necessary.
2. The St. Luke’s College of Health Sciences has the right to maintain the confidentiality of certain records in accordance with applicable law. For example, students are refused access to letters of recommendation if a waiver of access was signed by students at the time they requested letters of recommendation.
3. Students are entitled to copies of the contents of their records, except those records designated as confidential, at cost of $.25 per page.

Access by Third Parties

1. Information contained in student records is not released to any third party, except under certain conditions (see Sections 2 and 3 below), unless specifically authorized by students on the college form designated for that purpose.
2. Limited information may be released without student consent:
   1. In an emergency when the information is necessary to protect the health or safety of students.
   2. If subpoenaed pursuant to a judicial, legislative, or administrative proceeding.
   3. In connection with an application from students for, or the receipt of, financial aid.
3. Unlimited access to student records for appropriate use:
   1. Administrators and faculty.
   2. State and local officials, to whom state law requires information be provided.
   3. Accrediting organizations.

The college also provides students with the opportunity to request correction of records if the student believes that the information is inaccurate, misleading, or in violation of their rights of privacy or other rights. If informal discussions do not resolve problems, students may make requests, in writing, to the Dean, Undergraduate Studies for formal hearings, which are conducted by an official of the college who does not have a direct interest in the outcome of the hearings.

• If, as a result of any hearing, the college decides that the information is inaccurate, misleading, or otherwise in violation of the privacy or other rights of students, it shall amend the record accordingly and inform students of the amendment in writing.
• However, if as a result of the hearing, the college decides that the information in the record is not inaccurate, misleading, or otherwise in violation of the privacy or other rights of students, it shall inform them of their right to place a statement in the record commenting on the contested information in the record or stating why they disagree with the decision of the college, or both. Such statements are maintained with the contested part of the records for so long as the records are maintained.

Student permanent academic records, as well as post-graduation correspondence, are retained indefinitely. Hospital incident and security reports are retained in the respective departments for at least five (5) years after graduation.

Students have electronic access to their grade report and unofficial transcript at the completion of each semester. This report includes nursing grades for the semester completed. Students may request an official transcript be sent on their behalf from the college for any purpose. A transcript request is made to the Registrar by completing the CHS Transcript Request form, which is available on the CHS website. The following processing information is needed:

1. Names
2. Class in which students are enrolled in or year graduated
3. Name and address of the person/institution to whom the transcript is to be sent
4. Student’s signature giving CHS permission to release the student’s records

The request is to be accompanied by five dollars ($5.00) per transcript and submitted to:

Registrar
St. Luke’s College of Health Sciences
801 Ostrum Street
Bethlehem, PA 18015