Schools shall provide not less than the following:

1. (1) Attendance records.

   1. (A) Schools shall have and adhere to a published attendance policy.

   2. (B)

      1. (i) Attendance shall be recorded in no more than four-hour increments.
      2. (ii) This requirement does not apply to real estate continuing education classes and career seminar licenses.

   3. (C)

      1. (i) As a minimum, the policy shall provide that a student not be absent more than fifteen percent (15%) of any module, quarter, or semester.
      2. (ii) This fifteen percent (15%) policy shall not apply to continuing education programs where a specific number of hours are required.
   4. (D) Before implementing any changes in the attendance policy the students and the State Board of Private Career Education shall be notified in writing.

   5. (E) Tardiness shall be defined as to:

      1. (i) How much time equals a tardy;
      2. (ii) When it becomes an absent; and
      3. (iii) How many tardies equal an absence.
   6. (F) If an absence can be offset by makeup work, the policy shall be in writing and require work equivalent to the class work missed;

2. (2) Completion certificates/diploma.

   1. (A) Schools may award a completion certificate or diploma.
   2. (B) If a certificate or diploma is issued a copy shall be placed in the student’s file;

3. (3) Financial records — Student.

   1. (A) Any funds received from, or on behalf of, a student shall be recorded in a format that is readily accessible to representatives of the board.
   2. (B) The funding source and the reason for the charges shall be clearly identified.
   3. (C) The records shall be posted and kept current;

4. (4) Maintenance of records.

   1. (A)

      1. (i) All schools shall provide for a method of maintenance of, and access to, the student transcripts indefinitely.
      2. (ii) Contracts, financial aid applications, etc. shall be maintained for a period of not less than three (3) years after graduation, termination, or withdrawal of the student.
   2. (B) Records shall be maintained in a fireproof file cabinet for the first three (3) years of the life of the record or in electronic format with arrangements for a back-up copy to be maintained offsite.
   3. (C) Student records shall be open for inspection by authorized representatives of the board.
   4. (D) The school may retain academic transcript, diploma, or any pertinent record if a student's financial obligations are not paid in full.
   5. (E) After graduation, termination, or withdrawal of the student, the academic and financial aid records shall be combined into one file.
   6. (F) Schools offering truck driver training shall maintain records in accordance with the rules of the Arkansas Department of Transportation;

5. (5) Placement records.

   1. (A) Schools offering job placement assistance shall maintain a record of efforts of the school to place the student.
   2. (B) If a student chooses not to participate in placement assistance, a statement stating this shall be signed by the student and appropriate school official.
   3. (C) The document shall be maintained in student’s academic record.

   4. (D) For students accepting placement assistance their record shall include not less than the:

      1. (i) Name of student;
      2. (ii) Name of program completed;
      3. (iii) Names and addresses of potential employers to which the student was referred;
      4. (iv) Names and addresses of places the student was interviewed; and
      5. (v) The position in which the student was ultimately employed or indication that the student was not employed.

6. (6) Transcripts.

   1. (A)

      1. (i) Transcripts shall be typed and clearly labeled with the following information:

         1. (a) (a) Student name;
         2. (b) (b) Address;
      2. (c) (c) The last four (4) digits of the student’s social security number; and
      3. (d) (d) Program of study or appropriate courses.
      4. (ii) The transcript shall also contain the name and address of the school.
   2. (B) The grading system shall be fully explained on the transcript form when appropriate the GPA for the program will be listed.
   3. (C) When appropriate the transcript shall indicate the degree of skill, speed, or accuracy for programs, which are measurable in a productive effort.
   4. (D) Grades shall be posted to transcripts within thirty (30) calendar days of the end of each term or upon withdrawal or completion of a student, an updated transcript shall be available upon request after that time.
   5. (E) The transcripts shall indicate the month or months and year that each course was taken.
   6. (F) Courses appearing on the transcript shall be numbered or otherwise designated to indicate the exact course.
   7. (G) The transcript shall indicate the length of each course in the program in clock or credit hours.
   8. (H) The transcript shall contain the student’s start and end date, as well as status (withdrawn, graduated, etc.).
   9. (I) Schools shall publish and adhere to a policy related to the release of a student’s transcript.

Codification Notes: "GPA" means grade point average.