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(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, 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; and
(17) repealed 12/31/2005;
(18) documentation of compliance with AS 14.48.165 (b).
(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. If student records are stored at a location other than the authorized institutional site, the institution must notify the commission in writing of the location, and must make the records and storage site available for inspection upon request of commission staff.
History: 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
Authority: AS 14.42.030
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The Alaska Administrative Code was automatically converted to HTML from a plain text format. Every effort has been made to ensure its accuracy, but neither Touch N' Go Systems nor the Law Offices of James B. Gottstein can be held responsible for any possible errors. This version of the Alaska Administrative Code is current through June, 2006.
If it is critical that the precise terms of the Alaska Administrative Code be known, it is recommended that more formal sources be consulted. Recent editions of the Alaska Administrative Journal may be obtained from the Alaska Lieutenant Governor's Office on the world wide web. If any errors are found, please e-mail Touch N' Go systems at E-mail. We hope you find this information useful. Copyright 2006. Touch N' Go Systems, Inc. All Rights Reserved.
Last modified 7/05/2006