Video Records Use Statement and Policy


Rationale: Vanderbilt School of Medicine (VUSM) is committed to quality education and training. Toward this end, students, residents and fellows (hereafter called Trainees) are routinely observed and evaluated as an integral part of their education and development of their professional competencies, either directly or through video records, as appropriate to the objectives and format of the experience. These are an integral part of the teaching and assessment methods of Trainees. For purposes of this document, Video Records include all forms of analog and digital media designed to capture and store images and/or sound.

General Procedure for Use of Videos: Because video recording creates a potentially enduring record of Trainee images, policies regarding confidentiality, security, and record retention must be clearly conveyed, understood and adhered to by Trainees, faculty and staff. This policy addresses the intent, handling, and potential uses of video records, as well as the duration and manner in which Video Records are maintained, retained and destroyed. All those with access to Trainee Video Records will maintain the confidentiality, privacy and dignity of those individuals seen on the video images, as described below and in the attached confidentiality statement.

I. Routine Curricular Use
Video Records obtained in the course of Trainee education can be used to: 1) provide feedback to learners to improve their performance; 2) formally assess Trainee achievement; 3) help evaluate and improve the School of Medicine curriculum; and 4) evaluate our teaching process. These purposes are integral to the mission of the VUSM and Trainees are expected to participate as part of their required training. VUSM confidentiality agreements and retention policies will be made available to every Trainee at least once a year. Video Records used as part of VUSM curricula may be accessed by VUSM faculty only for official authorized purposes including curriculum development, implementation, evaluation, and curriculum oversight.

In general, only those Vanderbilt faculty or staff with a legitimate educational need, ordinarily those faculty or staff associated with The Center for Experiential Learning and Assessment (CELA), and the educational program, course or curriculum utilizing CELA, will have access as described above. Permission to view and use Video Records by others for similar or other authorized purposes (i.e., another authorized Vanderbilt course, program or activity or as otherwise required by law) will be managed by the Director of the originating course and the CELA Program Director who maintains the distribution and use of these images/recordings (see Section II).

Regardless, no faculty or staff will have access to any Trainee Video Records without first completing FERPA training and submitting a duly executed and signed CELA Video Record Use Policy and Statement. For purposes of this document, “Authorized Faculty” refers to someone with a VUSM faculty appointment who has met the above requirements and has then been approved by a CELA Program Director to access specific Video Records for specific purposes. All such authorizations will be documented.

Video Records generated for routine curricular use will be retained for up to 1 year after the Trainee has graduated or is no longer a Trainee officially associated with VUSM, whichever comes first. At that time, they will be destroyed. Video Records that are considered a part of an official Trainee record or portfolio such as those created during high-stakes assessments (i.e., those that regulate Trainee progress through a VU curriculum) may be retained longer, as outlined in the VUSM Video Record Retention and Destruction policy (attached) and in accordance with the VUSM governing Trainee record policies.

II. Other Institutional Educational Uses
Video Records provide opportunities for the School to enhance Trainee learning and faculty training. For example, videotaped scenarios showing physical exam techniques could be used to train Trainees in subsequent years or in different courses. Further, VUSM, the Vanderbilt University Medical Center, and Vanderbilt University frequently generate materials, which may use Video Records for promotional uses. Such uses include Trainee and faculty recruitment as well as public relations or news events. In cases where the Video Records include a recognizable image of a Trainee, written permission of the Trainee will be obtained prior to the use of any such images. This permission will stipulate the specific use(s) of the Video Records, including the duration of use. Even after such consent has been granted, Trainees retain the right to revoke their consent at any time.

III. Scholarly Uses
A substantial amount of scholarly information may be obtained from the review of Video Records. For example, VUSM faculty may wish to use data collected in the course of academic projects (e.g., during creation, implementation, and evaluation of VUSM curricula) to advance the general understanding of medical education or clinical care processes with the intent of disseminating their findings in the form of published papers, presentations and other venues of scholarly work. Thus, Video Records may be reviewed by Authorized Faculty in preparation for scholarly activities. However, any research use of Video Records, or data obtained from them, will require IRB review and approval. Depending on the nature of the proposed research, the IRB may or may not require written informed consent from those Trainees being videotaped in accordance with its policies. Regardless, all research personnel who have access to Video Records must still be authorized for such access as specified above. Note that IRB-approved uses of Video Records are likely to include retention policies that exceed those described herein.

IV. Permission to Use Video Images
When the VUSM or a VUMC Authorized Faculty member seeks permission from a Trainee for an authorized institutional purpose to use Video Records, the Trainee may agree or not agree to its use with or without stipulations. Such stipulations may include limitation to specified use(s) or the de-identification of features or voice so as to diminish the likelihood of recognizing the identity of the Trainee. All stipulations will be documented in the consent.

V. Confidentiality of Video Records
All Trainee Video Records generated within CELA are maintained on a private network server within the CELA server room. Firewall protection is maintained according to accepted standards of Vanderbilt University. Access to the server room is limited to CELA Directors and authorized Staff. Access to all Video Records are password protected. Video Record viewing is controlled on a need-to-know basis. Access is routinely provided to Authorized Faculty responsible for curricula conducted in CELA that involve Trainees as well as to Authorized Staff who manage and assure the quality, integrity, and security of Video Records. Any other use of Video Records requires permission and authorization as described above.

VI. Video Record Retention
Video Records will be maintained in accordance with the VUSM Trainee Record Retention Policy (available from the VUSM Office of Student Affairs). If Video Records are placed in a Trainee’s academic file (i.e., student outcome database or ePortfolio), the Trainee or his/her representative will be given viewing access to those Video Records. If the Video Record contains no identifiable images of others, then the Trainee may be provided a copy of the Video Record. Normally, copies will be made available within 30 days of a written request to the Associate Dean for Curriculum.

VII. Destruction of Video Records.
Video Records that are not a part of a Trainee’s permanent record will be retained until electronically destroyed, normally within one year of the Trainee’s graduation or after the Trainee is no longer officially designated a VUSM Trainee, whichever comes first.


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