Closed Program Records

The Association of State and Provincial Psychology Boards has championed the retention of psychologists’ data since 1961. Our efforts include the permanent storage of records for psychologists who graduated from programs that subsequently closed and need to verify their academic and degree information for credentialing. We retain those records indefinitely in the original form submitted by the closed programs.

Closed programs and universities

  • Arizona School of Professional Psychology at Argosy University, Phoenix, AZ (transcripts are stored on the Parchment platform
  • Appalachian Regional Healthcare Psychology Internship, Hazard, KY
  • California College of the Arts Psychology Training Program, Oakland, CA
  • Caltech Counseling Center, Post Doctoral Residency, Pasadena, CA
  • Children’s Minnesota, Minneapolis/St. Paul, MN
  • Community Reach Center, Westminster, CO
  • Dwight D. Eisenhower Army Medical Center, Fort Gordon, GA
  • Forest Institute of Professional Psychology
  • Michael Reese Hospital & Medical Centers, Chicago, IL
  • University of Kentucky Counseling Center Doctoral Internship Program, Lexington, KY
  • Walter Reed Medical Center Psychology Internship/Residency Program, Fort Bragg, NC

Requesting closed records

Log in to PSY|PRO® using your existing account or select “Register as a new user” if you’re new to PSY|PRO®. When you select “Closed Records Verification Service® on the home page, identify the type of record you need to send and where we should send it.

Review fees for closed record transfers.

How to submit records from a closed program

To safeguard future availability of the records, we request that you submit your records in an electronic format. If your records are already in electronic format, ASPPB will set up a secure file transfer at no cost to your program or university.

If your records are not already digitized, ASPPB can provide this service using a third-party vendor. Your program or university is responsible for the costs of record scanning, and we can provide the cost of file digitization upon request. You can ship your records at your expense to the ASPPB Central Office at P.O. Box 849, Tyrone, GA, 30290. The closed training program/university is responsible for shipping costs. Send your records in sealed, secure, waterproof boxes with identifying information on the outside of the box (e.g., 1988 A-G). 

ASPPB Closed Records Verification Service (CRVS) policies and procedures

Follow these guidelines to use ASPPB’s CRVS:

  • Sign a Memorandum of Agreement and complete the Basic Information Form for all interns and residents. Your Basic Information Form must include information about your program such as inception date, accreditation dates, accrediting entities, and a list of program directors by dates.
  • You may begin sending records to ASPPB CRVS® at any time after you submit your signed Memorandum of Agreement is signed. We recommend, however, that you institute a definitive cut-off date to advise querying entities (e.g., licensing boards, hospitals, employers, etc.) of the program’s closing and records transmission (e.g., “We will begin shipping interns/residents records to ASPPB CRVS® as of ____, 202_.  During this period, _________________ internship/residency program will be unable to assist you with your credentials verification inquiry requests.”)
  • Provide record log or listing of files to verify all sent records were received. 
  • We accept original records as they exist now (in paper or electronic format, with a unique file for each intern’s and resident’s record.

Individual record requirements

The record for each Intern and Resident should include:

  • Intern/resident name
  • Name of training program
  • Dates of training (must include number of hours of individual supervision per week and the total number of hours of experience)
  • Program director name
  • Direct supervisor(s) names
  • Supervisors’ degree and licensure status
  • Whether or not the training was successfully completed
  • Any problems the intern or resident may have had while enrolled in the program (e.g., probation, discipline, approved or unapproved leaves of absence, etc.)

You may also include optional information:

  • Description of duties
  • Hours of group supervision
  • Doctoral program affiliation

Download the ASPPB Mobility Program Policies and Procedures handbook for Closed Record Program details.