Section 20 AAC 17.110 - Records(a) An institution shall establish and maintain policies and procedures for a record-keeping system that includes a central repository for all records. Record-keeping systems, including computerized or electronic systems and the records in those systems, must contain sufficient detail and timeliness so that at any point in time the current status of each student account, including payment and charges, can be determined. The institution shall maintain and keep current an institutional financial record-keeping system sufficient for a third-party to determine the institution's financial soundness. All records shall be made available for inspection upon request from the commission. Unannounced inspections may be conducted as the commission considers necessary.(b) Student records must include (1) education or training received;(2) entrance tests and other data received to determine the student's qualification for admission;(3) name, address, and date of birth;(4) date of enrollment, leaves of absence, withdrawals, and return dates, as applicable;(5) veteran status, if any;(6) an account ledger that reflects the student's balance, including debits, payments made, and refunds received, if applicable;(7) purpose of enrollment;(8) name of course or courses taken;(9) schedule of classes and required hours of attendance;(10) actual attendance with dates and hours present, excused absences, unexcused absences with hours made up, and leave of absence forms as approved by the commission and signed by the student and school official;(11) grades earned in each unit of the course of study;(12) evidence that the student has been informed regularly of grades and rate of progress in each course;(13) final grade and date of completion or discontinuance of each course;(14) date that the certificate or diploma was issued, and a copy of the certificate or diploma;(15) if placement service is offered, placement efforts to employ the student, including place of employment or reemployment;(16) date and identification of all courses added or dropped after initial enrollment;(17) repealed 12/31/2005;(18) documentation of compliance with AS 14.48.165(b); and(19) legible copy of the government-issued photographic identification presented by the student for identity verification before enrollment.(c) If an institution closes, the institution shall deposit all scholastic records with the commission within 30 days after closing.(d) An institution shall provide for retention of academic transcripts and records of graduation and program completion in perpetuity. Other scholastic and student financial records must be retained for at least five years after the student discontinues attendance. Student records may be stored at a location other than the authorized institutional site only if the commission has approved the location, and the institution must make the records and storage site available for inspection upon request of the commission staff.Eff. 3/15/85, Register 93; am 3/13/91, Register 117; am 4/20/2000, Register 154; am 3/1/2002, Register 161; am 12/31/2005, Register 176; am 12/29/2010, Register 196Authority:AS 14.42.030
AS 14.48.050
AS 14.48.060
AS 14.48.150