(a) All records and files of a school shall be maintained for seven years, except for permanent student records as provided in subdivision (b) of this section, unless specific disposition is authorized by the commissioner, and shall include:

1. (1) all approved courses of study, accompanied by letters from the department granting such approval;
2. (2) all correspondence with the department and other supervisory agencies;
3. (3) copies of all advertising, bulletins and other promotional materials;
4. (4) the attendance register, for each class, laboratory or session, progress in training and payments made to the school either by the student or on his behalf;
5. (5) records of administrative, supervisory and instructional staffs showing qualifications, approval by the department, teaching schedules and pupil load, attendance, contract salary and salary payments;
6. (6) inventories of equipment and consumable supplies;
7. (7) financial records in such form and kept in such manner as may be specified by the commissioner to facilitate the determination of the quality of instruction given and the ability of the school to discharge its obligations to its students;
8. (8) documentation of entrance requirements for each course or curriculum for which the student has enrolled;
9. (9) a completed copy of the student enrollment agreement contract signed by both an authorized agent of the school and the student prior to the time instruction begins;
10. (10) records of all tuition and fees owed and paid by the student; all loans and grants from public sources received by the student or the school on behalf of the student; and the complete record of the disbursement of such public funds;
11. (11) documentation of the award of any advanced credit due to previous academic or practical experience, and a record of any substitutes to the course or curriculum approved by the department as a result thereof;
12. (12) records of employment or educational status of each student graduating during a reporting period established by the commissioner, which include the name, address and telephone number of hiring employer, the job title and the starting date of employment, or the name and address of the educational institution and the date when the student started instruction at that institution.

(b) Student permanent records, compiled at the time of course or curriculum completion, discontinuance or withdrawal, shall be maintained in a single file for each student, for a period of not less than 20 years after the student completes the program, and contain the following information:

1. (1) name, address and date of birth;
2. (2) date of enrollment;
3. (3) name of curriculum, course or courses taken;
4. (4) record of all final tests and grades earned for each course or curriculum;
5. (5) date of completion or discontinuance; and
6. (6) a notation whether a certificate or diploma was issued and the date issued.