Annual Notice at WMC

Annual Notice at Westchester Medical Center Annual Notice must be published annually prior to the CPE program start and appear in the student and center handbooks in addition to other sources at the center’s discretion. It contains *:

I. This ACPE CPE center/program guarantees to its students the rights to inspect and review education records, to seek to amend them, to specified control over release of record information, and to file a complaint against the program for alleged violations of these Family Education and Privacy Act (FERPA) rights.

II. What constitutes directory information at that center and how to opt out;

Directory information for the CPE program at Westchester Medical Center contains name, address, phone numbers, email address, and a photo on the main office staff poster. The only information to be used is provided by each student for the purpose of program information, changes in schedule and/or personal contact among peers and staff for reasons of on-call coverage, illness reporting, disaster or weather emergency, etc. A student may opt out of providing certain identifying information by requesting such of the Director, as long as the center has sufficient information to contact the student in an emergency.

III. The definition of student records;

Student records include any documents which include more than ‘directory information,’ such as a face sheet, self- and supervisory evaluations, ACPE application forms, applications for employment, letters of reference and employee performance evaluations.

IV. Details of the center’s record’s management protocols. Include: (Please see the policy on Student Records on page 48 in CPE Handbook)

A student has the right to object to record content. If not negotiable, the written objection will be kept with and released with the record. Grades are exempted from this right.

V. Define within the center who constitutes an “education official” and what constitutes “a legitimate education interest.” Within the center, these people may have access to student records without student consent;

An ‘educational official’ is an ACPE Supervisory Education Student (SES), Candidate, or Supervisor, the Chaplaincy Office Manager, selected members of the Chaplaincy Staff and Professional Advisory Committee. A ‘legitimate education interest’ is entry into the file for the purposes of entry and exit interviews, record keeping and filing, accreditation reviews and 10-year culling of files.

VI. Violations of these protocols may be reported to the Chair of the Accreditation Commission at:

One West Court Square, Suite 325
Decatur, GA 30030
Phone: (404) 320-1472
Fax: (404) 320-0849

* Items in bold throughout this document must appear in the Annual Notice as stated here.

Persons Seeking Certification as a CPE Supervisor: Persons seeking certification as a CPE supervisor shall not use personally identifying material about CPE students without the written permission of the student. Thus, either the identity of the student must be redacted or the student must give written permission to use the material.

Following the action of a regional certification committee or the Certification Commission, and when the time limit for appeal has lapsed, all materials submitted about students will be destroyed.

A regional certification committee and the Certification Commission may keep on file a face sheet of the person seeking certification, copies of the Presenters' Reports, and copies of all Action Reports on the person seeking certification. Other materials should be returned to the person seeking certification.

ACPE may keep on file a copy of the face sheet and regional certification committee Action Reports, copies of all Certification Commission Presenters' Reports, and copies of all Certification Commission Action Reports.

Research: If information in student records or in a CPE supervisor’s records is considered of research value, and a CPE center or ACPE desires to collect and use such material for research, a release form shall be made available for the person's signature. No personally identifiable material will be used for research without the person's written permission for its use.