Documentation & Record Management Flashcards
7 cards from real CAM practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Documentation & Record Management flashcards as text
A parent calls requesting updates on their 20-year-old college student's mentoring progress. How should the mentor respond?
Answer: Decline to share information unless the student provides written consent
Once a student turns 18 (or enrolls in post-secondary education), FERPA rights transfer to the student; information cannot be shared with parents without the student's written consent.
Which of the following BEST describes 'directory information' under FERPA?
Answer: General information such as name, enrollment status, and field of study that can be disclosed without consent unless the student opts out
Directory information is a defined category of non-sensitive data that institutions may release unless the student submits an opt-out request.
A mentor wants to use an anonymized case study from a student's file for a staff training session. What must the mentor ensure?
Answer: All identifying information is removed so the student cannot be identified
True anonymization requires removing all details that could identify the individual, not just the name, to protect student privacy under FERPA.
What is the function of a 'release of information' form in mentoring records management?
Answer: It grants the mentor permission to share specified student information with named third parties
A release of information form is signed by the student to authorize the disclosure of specific information to specifically identified parties.
Which documentation practice is most aligned with a strength-based mentoring approach?
Answer: Documenting both challenges and the student's demonstrated strengths, resources, and progress
Strength-based documentation captures the whole student, including assets and progress, which reinforces a positive mentoring relationship and informs effective support.
An academic mentor receives a subpoena requesting a student's records. The correct first step is to:
Answer: Notify the student and consult institutional legal counsel before releasing any records
Institutions are advised to notify the student and seek legal guidance before complying with a subpoena, as legal exceptions to FERPA exist but must be handled procedurally.
Which of the following is the BEST reason to maintain consistent documentation templates across a mentoring program?
Answer: It ensures uniformity, completeness, and comparability of records across all cases
Standardized templates promote consistency, ensure key information is never omitted, and make records comparable and reviewable across the program.