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Record Series Code
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Record Series Title
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Minimum Retention
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Disposition
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DESCRIPTION
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Agency Specific Schedules: University of Connecticut Health Center: Graduate Medical Education (GME) Residency Programs
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UCHC-01-001
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Permanent
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Retain in Agency
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This series consists of the official record copy of the resident/fellow academic record. Including but not limited to: resident demographics (legal and preferred names; credentials; National Provider Identifier (NPI); social security number; race; gender; date of birth; birth place; citizenship country; email address); applications; prior training verification files; block schedules; biannual and annual summary evaluations; final residency/fellowship training verifications; procedure logs; national board scores; and disciplinary summaries.
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UCHC-01-002
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Completion date + 1 Year(s)
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Disposition is 1 year upon separation from program. Destroy after receipt of signed Form RC-108
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This series documents completion of resident / fellow program prerequisites, such as medical school or residency / fellowship; pre-employment screening, drug screening; criminal background check; and additional requirements specified in the Resident / Fellows Policies and Procedures Manual. Including but not limited to: reports, letters of recommendation, on-boarding documentation, and Institutional Curriculum (IC).
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UCHC-01-003
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Completion date + 5 Year(s)
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Disposition is 5 years upon separation from program. Destroy after receipt of signed Form RC-108
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This series documents resident / fellow training and evaluation. Including but not limited to: rotation evaluations; evaluations that do not result in an adverse action but lead to a Letter of Deficiency; duty hour reports.
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UCHC-01-004
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Permanent
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Retain in Agency
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This series documents resident/fellow service and compensation in the program. Including but not limited to: resident agreements (contracts); appointment letters; family and medical leave request forms; notices of leave of absence; return to work releases; applications; prior training verifications; Letters of Deficiency with Adverse Action; final residency/fellowship training verification; copy of graduating diploma; and disciplinary summaries.
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UCHC-01-005
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Request date + 1 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents requests for verification of resident / fellow training. Including but not limited to: requests and release forms.
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UCHC-01-006
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Application date + 3 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents applicants denied admission to the resident/fellow program. Including but not limited to: resident demographics (legal and preferred names; credentials; National Provider Identifier (NPI); social security number; race; gender; date of birth; birth place; citizenship country; email address); national board scores; and applications.
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