USF – College of Medicine

GRADUATE MEDICAL EDUCATION POLICY & PROCEDURE

Title: Request for Information / File Retention		No.: GME-220
Effective Date: 1/1/99	Revision Date: 6/05	Distribution: All
Page: 1 of 2

Policy Statement

The Office of Graduate Medical Education is responsible for maintaining a resident database, both current and alumni, to serve as the primary source for obtaining resident information, such as name, address, race, specialty, year in training, VISA and ECFMG status, etc. Copies of resident appointment forms and contracts are also maintained in the Office of GME. Resident evaluation forms, performance records, etc. are maintained in the resident’s applicable Specialty and sub-Specialty Program. Records of USF residents are considered confidential and non-public records and subject to USF Policy 0-106 (copy attached).

Time frame for retention of resident records is forever. Records may be maintained in any form (i.e., microfilm, cd-rom, etc.) but must be labeled and stored appropriately

Residents are allowed access to records contained in the Office of GME and his/her respective specialty or sub-specialty department. Records may not be removed from the Office of GME or from the Program Office. A copy may be made of any and all documents contained therein, but no alternations, additions, or deletions may be made by the resident without the knowledge and approval of the Office of GME or the Program Director. A copying fee may be assessed.

Procedure

Responsible Party Action

Resident For Office of GME Records: Submits a written request to the GME Office to access his/her records.

For Program Records: Submits a written request to the Program Director.

Office of GME (or)

Program Director Allows resident access to his/her records as requested, reminding the resident of restrictions on additions, alterations, or deletions of record.

* See Attached USF Policy on USF Records - Public Records Law Compliance and University Record Confidentiality for more information.

Title: Request for Information / File Retention	No.: GME-220
Page: 2 of 2

APPROVED:

Associate Dean, Graduate Medical Education

Dean, College of Medicine

c:p&p\request for info

REVIEWED, REVISED, REISSUED 6/05