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RULE §807.282Student Information and Records

(a) A school shall permanently maintain student transcripts of academic records. A school shall provide such transcripts to students and prospective employers at a reasonable charge if the student has fulfilled the financial obligation to the school and is neither in default nor owes a refund to any federal or state student financial aid program.

(b) Transcripts of academic records, student payment ledgers, and enrollment agreements must be maintained in electronic format or converted to electronic format within 12 months of their creation or revision. A scanned copy of original paper transcripts is an acceptable electronic format for transcripts of academic records.

(c) A school shall retain financial records in accordance with federal retention requirements.

(d) A school shall retain all student records for at least a five-year period and these records shall include:

  (1) a written record of previous education and training on a form provided by the Agency; and

  (2) official transcripts from all previous postsecondary schools attended by the student.

(e) The school director shall implement and maintain reasonable procedures, including taking any appropriate corrective action, to protect from improper use or disclosure of any sensitive personal information collected or maintained by the school.

(f) A school shall destroy or arrange for the destruction of sensitive personal information within the school's custody or control, after any required retention periods, by:

  (1) shredding;

  (2) permanently removing or deleting electronic records; or

  (3) otherwise modifying the sensitive personal information in the records to make the information unreadable or indecipherable through any means; or

  (4) destroying the information in accordance with any other more restrictive law or regulation the school is required to follow.

(g) All records created and maintained in languages other than English are subject to translation by the Agency.

Source Note: The provisions of this §807.282 adopted to be effective August 28, 2006, 31 TexReg 6803; amended to be effective November 14, 2016, 41 TexReg 9020; amended to be effective November 28, 2022, 47 TexReg 7914

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