|(a) Maintenance of Records at the Institution
(1) Authorized institutions are required to maintain
academic records securely and permanently as required in §7.4
of this chapter (Standards for Operation of Institutions) and must
protect the personally identifiable information of enrolled or former
(2) At the end of each institution's academic year,
an institution shall consolidate copies of all academic records for
all former students who have graduated, withdrawn, or otherwise ceased
to attend during the previous academic year. These academic records,
for each academic year, shall be stored separately in an identifiable
and printable electronic record for each student in a format specified
by the Board. The files or records are subject to inspection and shall
be made available to the Board for inspection upon request.
(b) Transfer and Maintenance of Records Upon School
(1) In the event any authorized institution operating
in this state proposes to discontinue its operation, the chief administrative
officer, by whatever title designated, of said institution shall notify
the Board of its plan to secure and store all student records.
(2) If the institution is part of an educational system
which is continuing to operate in other U.S. locations, the academic
records shall be maintained at the main campus or corporate location.
Contact information so that a student may request an academic transcript
or academic records must be provided to the Board and updated as information
(3) If the institution enters into an agreement with
another institution to teach out or continue students' degree programs,
the institution responsible for accepting the transferring students
shall maintain academic records for the transferring students.
(4) If the institution is closing all locations, the
academic records shall be transferred to the Board. Such records shall
include, without limitation:
(A) academic information as is customarily required
by colleges when considering students for transfer or advanced study;
(B) in the format specified by the Board to ensure
a separate identifiable and printable file is provided for each student.
(c) Record Protection--In the event it appears to the
Commissioner that any records of an institution that is discontinuing
its operations are in danger of being destroyed, secreted, mislaid,
or otherwise made unavailable to the Board, the Commissioner may seek,
on the Board's behalf, court authority to take possession of such
(d) Closed School Repository
(1) The Board shall maintain or cause to be maintained
a permanent file of such records coming into its possession from an
institution previously authorized under a Certificate of Authority
or a Certificate of Authorization in a closed school academic record
repository. The Board may specify the required format for records
coming into its possession.
(2) Upon request and verification of identity, the
Board will provide to a student either a copy of the student's academic
record as received from the closed institution or the information
contained in the academic record in a standard transcript format utilized
by the Board.
(A) The Board will charge a nominal fee to cover the
average expense of retrieval, reproduction and mailing of the student
(B) A statement will accompany the academic record
providing information regarding the date of closure, verification
the information contained in the academic record is as received from
the institution, and no alterations to the information contained in
the academic record can be made.
(3) The academic records repository is considered to
be a repository of last resort.
(4) The Board may discontinue its maintenance of the
repository if adequate funding is not provided for that maintenance.