CMSV 101 Student Files (Inclusive)

Policy Name: Student Files

Student records are maintained electronically, with limited access via a secure user ID and password. Access to student records will be limited to only those faculty members classified as College of Mount Saint Vincent Master of Science Physician Assistant Program principal faculty.

Admission Records
The student electronic files will contain documentation that the student has met published admission criteria including a copy of the CASPA application of the student, which contains the student’s cumulative and science GPAs, prerequisite courses taken, 1-page narrative/personal statement, and 3 letters of reference. The files also contain a documentation of the 200 hours of healthcare experience. CASPA documents are reviewed by College’s Master of Science Physician Assistant Program administrative assistants assigned to the admission committee, who confirm these documents are present and meet the published admission criteria using the CASPA Application Checklist. The files will include the applicant’s admission application and supporting admission documentation that the student has met all published admission criteria. They then check them off in the Student File Checklist Spreadsheet to verify that documentation is complete.

Medical/Immunization Records
The College of Mount Saint Vincent requires that all entering students demonstrate immunity to Mumps, Measles, and Rubella (MMR) as well as proof of Meningitis immunization in accordance with New York State law. This is required for admission to the College. Mount Saint Vincent will notify the Master of Science Physician Assistant Program of any student who fails to submit this documentation.

Additional health screening and immunization requirements are required for clinical work as defined by the Center for Disease Control and the New York State Department of Health. In accordance with HIPAA guidelines specifying handling of medical records, the student medical records, including health insurance verification, will be reviewed by the program’s medical director for completeness and accuracy. These records will be kept in a secured electronic file under a secured user ID and password protocol known only to the program director and medical director. The medical director will be solely responsible for ensuring that all immunization, vaccination, and health insurance requirements are current for every student enrolled in the Master of Science Physician Assistant Program.

Student Academic and Remediation Files
The Master of Science Physician Assistant Program student files contain all information related to remediation efforts and outcomes. These records may include isolated remediation activities in a specific course and faculty advisement by either the student’s advisor or the faculty teaching the class wherein remediation is required. Program-wide remediation in both the didactic and clinical years is reviewed regularly within the Academic Performance Committee (APC) at regularly scheduled meetings and is recorded in meeting minutes. Documentation of formal academic action by the APC will include the meeting minutes, which will accurately summarize circumstances and recommendations of formal actions pertaining to academic performance. These actions and records will be placed in the College’s Master of Science Physician Assistant Program secured files. Letters detailing any formal academic action taken against a student will be placed in the student’s secured electronic file.  Supporting documentation detailing the specific concerns and interventions undertaken prior to the academic action will also be included in the secured student’s file. The program director will verify the accuracy of all academic actions.

Student Disciplinary Files
The Master of Science Physician Assistant Program student files contain all information related to student disciplinary actions and outcomes. These records may include isolated disciplinary incidents leading to either professional warning or professional probation. Program-wide disciplinary status in both the didactic and clinical years is reviewed regularly within the APC at regularly scheduled meetings and is recorded in meeting minutes. Documentation of formal disciplinary action by the APC will include the meeting minutes which will accurately summarize circumstances and recommendations of formal actions. These actions and records will be placed in the College’s Master of Science Physician Assistant Program secured files. Letters detailing any formal disciplinary action taken against a student will be placed in the student’s secured electronic file. Supporting documentation detailing the specific concerns and interventions undertaken prior to the disciplinary action will also be included in the secured student’s file. The program director will verify the accuracy of all disciplinary actions.

Students should familiarize themselves with the College of Mount Saint Vincent’s Student Code of Conduct, which specifically addresses the procedures for handling complaints involving students pursuant to allegations of sexual misconduct or gender-based harassment.

Student Files and Graduation
The Master of Science Physician Assistant Program and the Office of the Registrar at the College of Mount Saint Vincent review all student records prior to graduation. In an individual advisement session that takes place within four months of graduation, each student is evaluated to ensure he or she has met the didactic and professionalism requirements for program completion. Students must fulfill all program and College academic requirements, including compliance with academic integrity and disciplinary policies, before being awarded a diploma and certificate, and to be eligible for the physician assistant national certifying examination.

The program will maintain a checklist in the student file that confirms the student has completed all requirements for graduation along with copies of the original documentation (or summary thereof) for each individual requirement. This completed file will be forwarded to the Office of the Registrar, who will certify the student for graduation and awarding of the diploma.

Student Access to Personal Program Files
The electronic student files kept by the program will include documentation of student performance, both didactic and clinical, while enrolled at the College. In order to ensure student performance is meeting Mount Saint Vincent standards, advising sessions will document student performance.

Students have access to their student file, but only with the assistance of a principal faculty member, who accompanies the student during file review. Online transcript review is available to current students free of charge through Self-Service.

Student File Performance Documentation

  • Record of academic/remedial discussion.
  • Students advisory meeting documentation.
  • Clinical logging tracking summary from each rotation.

Preceptor Evaluations of Student

Student Evaluations of Rotation

  • SUMM I score (End of didactic year)
  • SUMM II score (4-months prior to end clinical year)
  • PACKRAT scores
  • Predicted PANCE and risk status
  • OSCE completion
  • OSLER scores

Completed Program Exit Evaluation

  • Faculty/staff notes from one-on-one exit interview with student.
  • Student Professional Development Assessment Tool (P-DAT) record.
  • Letter of graduate certification from the Office of the Registrar.
  • Program summative completion checklist.