Student Records

The School collects and retains data and information about students prior, during and following their education. The School recognizes the privacy rights of current and previous students. The School further recognizes the following rights: knowledge of the existence and location of records and the purpose for which they are retained; to provide security for such materials; permit student access; disclosure of information and to challenge the information.

The following provisions are made in accordance with the Family Educational Rights and Privacy Act of 1974: Student (current and former) files are maintained in a secure location and all records are kept in a confidential manner.

Student Records (current students) include:

  • Reference Forms
  • Financial Aid (Financial Aid Director’s Office)
  • High School and College Transcripts
  • Complete Application
  • All Acceptance Materials
  • Admissions Checklist
  • Copy of Medical Insurance Card
  • Copy of CPR card
  • Final official transcript — also located in Student Information System (SIS)
  • Copy of completion of AAS degree in Radiologic Technology 
  • Release of Records
  • Enrollment Agreement Background Checks
  • Evidence of Continuous Learning — Requirements for Clinical (Clinical Compliance Learning Modules)
  • Tuition Payment History (Bursar) Consultation/advisement, Instructors notes & Mid-semester evaluations (Campus Nexus)
  • Disciplinary action letters

Clinical Records (current students) include:
SOMI uses Trajecsys; a centralized cloud-based clinical recordkeeping program is used to store all clinical records:

  • Clinical Competency Evaluations
  • Clinical Time Off Requests
  • Clinical Preceptor Evaluations
  • Optional Technologist Evaluations
  • Daily Logs (Patient record log/repeat documentation/attendance record)

Records Maintenance
A complete student file is maintained throughout the entirety of the program. It will include: all course materials such as attendance, exams, projects, papers, and presentations, all clinical documentation such as attendance, competency evaluations, competency exams, and patient records.

A student's permanent file includes maintenance of: complete application, all transcripts, all acceptance materials, proof of requests for security clearances, background checks, all program entry materials, enrollment agreement, documentation of continuous learning requirements, all instructor notes/evaluations/ disciplinary actions, emergency contact information, CPR and Insurance cards. Documented completion of required competencies is maintained. After a student passes the registry examination their student file is thinned. Exams, projects and clinical records are reduced. Records on final grades and a student's complete clinical record and permanent student file is maintained for three (3) years post their successful completion of the program and passing of the registry examination. A student's permanent record will include: complete application, all transcripts, certificate of completion of the program, completed clinical competencies, enrollment agreement, disciplinary action letters, and final transcript. The permanent record will be maintained indefinitely and stored at an off-site storage facility.