8117.1 A school shall maintain, for a minimum of five (5) years from completion, student records which shall include at least the following:

1. (a) A copy of the enrollment contract and other instruments relating to the payment for educational services;
2. (b) Student information, including the following:
3. (1) Student name;
4. (2) Permanent or other address at which the student maybe reached;
5. (3) Records relating to financial payments and refunds;
6. (4) Record of attendance for clock hour or contact hour courses; and
7. (5) Basis for admission;
8. (c) Basis for admission, and date of completion or termination of training and the reasons;
9. (d) Record of any student grievance and subsequent resolution; and
10. (e) Copies of all correspondence or other records relating to the recruitment, enrollment and placement of the student.

8117.2 A school shall maintain as a permanent record and provide, upon request, a transcript to the student who has satisfied all financial obligations currently due and payable to the school. This transcript of the individual student's record of achievement shall be maintained as a permanent record in a form that provides at least the following:

1. (a) Name of student;
2. (b) Title of program, including total number of hours of training received and dates of enrollment;
3. (c) Grade record of each course, lesson or unit of instruction and the cumulative grade for the program; and
4. (d) Certificate, diploma or other credential awarded.

8117.3 In support of student academic records, a school shall also maintain as a permanent record descriptions of courses of instruction offered each term, and evidence of any accreditation during any period.

SOURCE: Final Rulemaking published at 37 DCR 6619, 6626 (October 19, 1990).