Student records and security
What we hold about a student, and who can see it.
Written for the people at a school whose job is to ask. Short answers first; the agreement and the detail on request.
Collected, and deliberately not
We hold what an hour record needs. Nothing a school might merely find interesting.
| We hold | We do not hold |
|---|---|
| Name and email address | Grades or transcripts |
| Program, cohort, placement dates and site | Disciplinary or financial-aid records |
| Hours, categories and notes about the work | Anything identifying a client — there is no field for it |
| Signatures, evaluations, visits, concerns | Student identification or social security numbers |
| The title and dates of a site’s agreement or certificate | Recordings of supervision or of client sessions |
Who can see what
Access comes from a placement, never from a search. Nobody can look a student up.
| Record | Student | Site supervisor | Faculty supervisor | Coordinator |
|---|---|---|---|---|
| Their own hours and signatures | All of it | Their students only | Their students only | The cohort |
| Evaluations | All of it | Their students only | Their students only | The cohort |
| A concern | Yes | Their students only | Their students only | The cohort |
| Other students | Never | Never | Never | Their school only |
| Parents or anyone else | No access exists. The student may give anybody a code that shows their finished record. | |||
The agreement with a school
Part C of our Practicum Terms: accepted for the school by the person who starts it, before the school can enroll anyone, and recorded with their name and the date.
Purpose
Records are used to run the placement and for nothing else. Not sold, not used for advertising.
No passing on
We disclose a record to no one without the school's instruction or the student's own action.
The school's control
The school decides who is enrolled and who supervises, and can add a correction or download everything at any time.
At the end
A school that leaves can download what it holds. The student's own copy remains the student's, and a signed record is kept because it is evidence somebody may need years later.
How it is protected
Signing in
A password and a second step on a phone, for every person. No shared accounts, and no password is ever generated and emailed.
In transit
Encrypted connections throughout. No document is uploaded: a site’s agreement is held as its title and dates.
A history that cannot be edited
Every signature and every change is recorded in order. Sealed records cannot be altered by anyone, including us.
Backups
Taken daily, and restored in practice — a backup nobody has restored is a hope.
Send us your questionnaire
Or ask for the agreement to read before a call.
TripleRoute Practicum records what was logged and what each person signed. It does not decide whether a program or an accreditor accepts the hours. · What it does and does not do · Student records · Pricing · Paying and refunds · Practicum terms · Request a walkthrough