Page 31 - Smith College Student Handbook 16-17

1. Files containing identifying data PROFILE (CSS) information and FAFSA reports, tax returns, Pell Grant forms, awards and
correspondence.

2. Information on undergraduate aid donors and funds.

3. Loan applications and correspondence.

4. Student employment records.

Members of the office staff have access to these files. Information (but not the files) is made available to the president, the dean of the
college, the treasurer, the bursar, the office of admission, the graduate office, the deans of student affairs, the class deans and the development
office. Selected information is furnished to donors. Information with regard to federal loans in repayment with the college must be kept until
paid in full; other files are held for three years.
CAREER DEVELOPMENT OFFICE

1. Letters of reference collected at the student’s request, to support future applications to graduate schools or employers.
2. Correspondence with the student.

These files are kept permanently and are normally open only to the office staff. Letters of reference are released, upon written request from
the student/alumna, in connection with her applications for jobs and graduate study, and are also released, at her request, to class deans and
pre-medical advisers in connection with the preparation of recommendations for professional school.

GRADUATE OFFICE

1. Applications for graduate admission and financial assistance for graduate study at Smith College.

2. Application credentials, which include the following:

a. Undergraduate transcript and transcripts of previous graduate work.
b. Letters of recommendation.
c. Curriculum vitae and Statement of Purpose.
d. Graduate Record Examinations or Miller Analogies Test scores, and TOEFL scores.

3. Departmental recommendations and decisions regarding graduate admission.

4. Graduate academic records.

5. Grades and comments from theses readers.

Records in this office are available to the office staff, the registrar’s office, members of scholarship review committees and members of the
department considering applicants. Records of degree candidates are kept indefinitely. Records of alumnae scholarship recipients through
1995 are also kept indefinitely.

Financial aid records are kept for five years.

HEALTH AND WELLNESS

1. Medical records are filed together in a master file in the Medical Record Room, under supervision and locked.

2. Counseling records are kept in the Counseling Service office, completely separate from the rest of the medical offices, in a locked and
supervised location. Although these records are maintained separately, entries may be made in the electronic medical record when coordinated
health care is indicated, such as when a student is prescribed psychotropic medication.
Medical records, by law of the Commonwealth of Massachusetts, must be kept for 30 years, X-ray films for seven years. Counseling records
are kept for four years after graduation. Access to medical records is limited to personnel within the medical and counseling offices who are

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