1. (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.

2. (b) Student records must include

   1. (1) demographic records, including

      1. (A) name, address, and date of birth;
      2. (B) veteran status, if any; and
      3. (C) a legible copy of the government-issued photographic identification presented by the student for identify verification before enrollment;

   2. (2) academic records, including

      1. (A) entrance tests and other data used to determine the student's qualification for admission;
      2. (B) the name of each course or program taken;
      3. (C) the final grade and date of completion or discontinuance of each course;
      4. (D) the date that the certificate or diploma was issued, and a copy of the certificate or diploma; and
      5. (E) evidence that the student has been informed regularly of grades and rate of progress in each course;

   3. (3) attendance records, including

      1. (A) the schedule of classes and required hours of attendance;
      2. (B) the date of enrollment, leaves of absence, withdrawals, and return dates, as applicable; and
      3. (C) 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, as applicable to a course or program;
   4. (4) financial records, including an account ledger that reflects the student's balance, including debits, payments made, financial aid received, and refunds received, as applicable;

   5. (5) other records, including

      1. (A) placement efforts to employ the student, including the place of employment or reemployment, as applicable; and
      2. (B) student licensure activities or achievement if the program is in a field that requires licensure; and
   6. (6) documentation of compliance with AS 14.48.165.
3. (c) If an institution closes, the institution shall provide transcripts in an electronic format accepted by the commission not later than 30 days after closing.
4. (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 196; am 9/18/2022, Register 243)

Authority: AS 14.42.030, AS 14.48.060, AS 14.48.165, AS 14.48.050, AS 14.48.150