filing/scanning within 24 hours of the appointment. Advisors may keep the files to work on for 24 hours in their office as long as they are locked away in the office when the advisor is not present to protect FERPA. If there is nothing to be scanned Advisors will return the file to the large filing cabinet. ALL FILING CABINETS WILL REMAIN LOCKED AT ALL TIMES Any form/paperwork unable to be entered into the database will be placed in the permanent hard copy record of the student. All pertinent paperwork will also be scanned and kept in the Perceptive Content electronic records system. All hard copy student files will be kept in a secure locked location when not in use. All files will contain the following information: Contact sheets and Advisor notes unable to be placed in database or for verification purposes Correspondence PEP and contract Transcripts and class schedule Tutoring information/contacts Financial Aid information SAS Class/Workshop information Application and screening If noted in the database that the student received help with the FAFSA or Scholarship application process a copy of the application must be placed in the student file. An electronic copy will be kept through the Perceptive Content system until such time as the federal government makes a ruling on paperless records for TRiO Programs. Training and Staff Development All TRiO staff will be given the opportunity to attend conferences and training that is relevant to their job classification and description. Success at Southern TRiO Program believes that it is necessary for employees to receive up to date training and opportunities and to seek that training in pursuance of maintaining high level services to TRiO Students.
filing/scanning within 24 hours of the appointment. Advisors may keep the files to work on for 24 hours in their office as long as they are locked away in the office when the advisor is not present to protect FERPA. If there is nothing to be scanned Advisors will return the file to the large filing cabinet. ALL FILING CABINETS WILL REMAIN LOCKED AT ALL TIMES Any form/paperwork unable to be entered into the database will be placed in the permanent hard copy record of the student. All pertinent paperwork will also be scanned and kept in the Perceptive Content electronic records system. All hard copy student files will be kept in a secure locked location when not in use. All files will contain the following information: Contact sheets and Advisor notes unable to be placed in database or for verification purposes Correspondence PEP and contract Transcripts and class schedule Tutoring information/contacts Financial Aid information SAS Class/Workshop information Application and screening If noted in the database that the student received help with the FAFSA or Scholarship application process a copy of the application must be placed in the student file. An electronic copy will be kept through the Perceptive Content system until such time as the federal government makes a ruling on paperless records for TRiO Programs. Training and Staff Development All TRiO staff will be given the opportunity to attend conferences and training that is relevant to their job classification and description. Success at Southern TRiO Program believes that it is necessary for employees to receive up to date training and opportunities and to seek that training in pursuance of maintaining high level services to TRiO Students.