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Student Health Services/Counseling Services

Student Records

This Schedule applies to records in all media, unless otherwise specified.

  • Items - a sample listing of items found within a series. Other related records not listed may also be part of a series.
  • Disposition - all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
  • Destruction - takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
  • Original and Reference Copy -original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.


  • GU280 Controlled Drug Administrative
  • GU281 Controlled Drug Audit Forms
  • GU282 Controlled Drug Dispensing Records
  • GU283 Immunization Incomplete Log
  • GU284 Laboratory Results Logs
  • GU285 Insurance Claims, Benefits and Payment Log
  • GU286 Medical Histories and Immunization Reports
  • GU287 Patient Appointment Book
  • GU288 Performance Improvement Surveys and Reviews
  • GU289 Radiology Jackets
  • GU290 Student Immunizations
  • GU291 Student Medical Records (Active) (See also: Student Mental Health Records)
  • GU292 Student Medical Records (Inactive) (See also: Student Mental Health Records)
  • GU293 Student Mental Health Records (Active) (See also: Student Medical Records)
  • GU294 Student Mental Health Records (Inactive) (See also: Student Medical Records)
  • GU295 Substance Abuse Program Administration

Student Health Services/Counseling Services

Series # Series Title Series Description Items Disposition
GU280 Controlled Drug Administrative Accounting for receipt and control of controlled drugs by Health Center personnel.   Destroy in office 3 years after released from all audits.
GU281 Controlled Drug Audit Forms See Series Title inventory Destroy in office 3 years after released from all audits.
GU282 Controlled Drug Dispensing Records Daily dispensing of controlled drugs. Comply with 20 U.S.C. 1232g.   Destroy in office 3 years after released from all audits.
GU283 Immunization Incomplete Log Incomplete immunization logs from Student Health Services. Comply with 20 U.S.C. 1232g and HIPAA. student name, date of incomplete, date cleared Destroy in office when superseded or obsolete.
GU284 Laboratory Results Logs Comply with 20 U.S.C. 1232g and HIPAA. name, type of test, result Destroy in office 11 years after graduation or separation.
GU285 Insurance Claims, Benefits and Payment Log Third party claims, explanation of benefits and checks received. Comply with 5 U.S.C. 552a, 20 U.S.C. 1232g and HIPAA. name, social security number, insurance company, claim, date processed, date paid Destroy in office after 7 years.
GU286 Medical Histories and Immunization Reports Comply with 20 U.S.C. 1232g and HIPAA.   Transfer to Student Medical Records (Active) (GU290) for enrolled students into student's medical file. For non-enrolled applicants, destroy after 1 year.
GU287 Patient Appointment Book Comply with 20 U.S.C. 1232g and HIPAA.   Destroy in office after 1 year.
GU288 Performance Improvement Surveys and Reviews Self-studies conducted by Student Health Services. correspondence, questionnaires, reports Destroy in office when superseded or obsolete.
GU289 Radiology Jackets Comply with 20 U.S.C. 1232g and HIPAA. x-rays Retain chest x-rays in office permanently. Recycle remaining records for silver reclamation after 11 years.
GU290 Student Immunizations Immunizations received on campus. Comply with 5 U.S.C. 552a, 20 U.S.C. 1232g and HIPAA. name, social security number, immunizations Permanent.
GU291 Student Medical Records (Active)
(See also: Student Mental Health Records)
Comply with 20 U.S.C. 1232g and HIPAA. medical charts, name, medical history, accident reports Transfer to Student Medical Records (Inactive) (GU292) after graduation or separation.
GU292 Student Medical Records (Inactive)
(See also: Student Mental Health Records)
Comply with 20 U.S.C. 1232g and HIPAA. medical charts, name, medical history, accidents reports Destroy in office (inactive) 11 years after last professional contact with patient.
GU293 Student Mental Health Records (Active)
(See also: Student Medical Records)
May include substance abuse counseling, psychiatric and/or psychological information. Comply with 20 U.S.C. 1232g and HIPAA. notes of practitioner, diagnosis and treatment, referral letters, release of information agreement Transfer to Student Mental Health Records (Inactive) (GU294) after graduation or separation.
GU294 Student Mental Health Records (Inactive)
(See also: Student Medical Records)
May include substance abuse counseling, psychiatric and/or psychological information. Comply with 20 U.S.C. 1232g and HIPAA. notes of practitioner, diagnosis and treatment, referral letters, release of information agreement Destroy in office (inactive) 11 years after last professional contact with patient.
GU295 Substance Abuse Program Administration Comply with 20 USCA 1232g. attendance rosters, compliance status, reports Transfer statistical reports to University Archives when administrative value ends. Destroy in office remaining records after 4 years.