You can also call the appointment center to schedule, change or cancel an appointment or ask questions.
The Family Education Rights and Privacy Act (FERPA) applies to all ACPE CPE programs. FERPA addresses privacy, not confidentiality issues. This means students own the information about them and must know what is being collected and how it is being used. Their information cannot be shared without their written permission. Each CPE Center must publicize Annual Notice of its protocols for proper handling of student records. The following guidelines are used for implementation of protocols and the required Annual Notice.
Annual Notice Regarding CPE Records at Beaumont Health System CPE Center
Within the Beaumont CPE facility an “education official” is anyone of an ACPE supervisory, associate supervisory, or supervisory candidate status. A “legitimate education interest” is anyone directly involved in the CPE Interdisciplinary Consultation Committee. Within the CPE center at Beaumont, these people may have access to student records without student consent. Additionally, the administrative assistant may handle student files as part of the regular duties of recordkeeping or if so directed.
During the ten-year storage period, the records can be retrieved upon request of the director of Spiritual Care and CPE, but may not be reviewed or obtained by any outside party without the written authorization of the student, or in other cases which are listed in the ACPE standards such as legal or complaint issues. In the event of a complaint, the student’s record will be made available.
The law provides for certain exceptions concerning the release of information to protect the health or safety of the student and for the purpose of accreditation review or complaint review, or as required for legal processes. No such material will be released without consulting the ACPE interim executive director, ACPE executive director, or assistant director.
Written materials produced by the student, such as verbatims and case studies, will be destroyed at the conclusion of the CPE unit, unless the student authorizes an exception (e.g. for publishing purposes) in writing.
Protocols for Maintenance of Student Records
ACPE requires that the CPE student record include the face sheet with directory information, the CPE supervisor’s evaluation report, and the student’s own evaluation report, if submitted.
Subject to notification, the student’s name, address, denomination, and unit of CPE successfully completed will be sent to the ACPE office on the student unit report at the completion of each unit of CPE.
In compliance with the Family Educational Rights and privacy Act (FERPA) of 1974 as Amended: Beaumont Health System CPE Center will not release student evaluations, grades, reports, schedules, or financial information to parents, spouses, denominational judicatories, or others unless written permission is given by the student. Under no circumstances will the Beaumont Health System CPE Center release any medical information, nor will we change a student’s information (address, phone, etc.) for anyone other than the student. Submitting a written request with signature to release an education record via postal mail or fax is permissible; e-mail requests are not acceptable. The Beaumont Health System student information release form is available here <insert link to Student Information Release Form.pdf> for this purpose. The Beaumont Health System student information request form is available here <insert link to Student Information Request Form.pdf>. The completed student information release form and the student information request form will be retained in the student’s file at the Beaumont Health System CPE Center.
Certain exceptions concerning the release of information exist to protect the health or safety of the student or others, and for the purpose of accreditation or complaint review, or as required for legal processes. Before releasing material in any of these circumstances, the Beaumont Health System CPE center director or supervisor will consult with the ACPE interim executive director, ACPE executive director, or associate director.
Centers must have written protocols for student record retention and destruction (how long records are kept, where, custodian; how destroyed) and for student review of records. Protocols must be followed consistently.