New Mexico Administrative Code
Title 5 - POST-SECONDARY EDUCATION
Chapter 100 - PRIVATE INSTITUTIONS OF HIGHER LEARNING
Part 7 - LICENSURE UNDER THE POST-SECONDARY EDUCATIONAL INSTITUTION ACT
Section 5.100.7.15 - SITE VISITS AND RECORDS INSPECTION
Current through Register Vol. 35, No. 18, September 24, 2024
The department may conduct a site visit at any time to evaluate institutional compliance with all applicable laws and regulations. The department may request documents or access to files to evaluate compliance. The department may request inspection of the institution's records, which must follow the records management plan set out by the institution as required in Subsection D of 5.100.7.10 NMAC. Records that must be maintained and available for inspection are as follows:
A. official student transcripts;
B. records related to development of courses including, but not limited to, outlines and syllabi; and
C. records related to student enrollment, original version of enrollment agreements, student class registration and withdrawals,
D. list of current students;
E. list of dropped or withdrawn students;
F. list of students that have graduated;
G. catalogs of the institution plus any additional documentation that defines student policies. The institution shall maintain an archive of catalog versions for the period of time applicable to enrollment agreements for current students;
H. records related to marketing and recruitment, including but not limited to, samples of advertising including online pages;
I. records related to examination and testing including, but not limited to, grade results;
J. records related to academic programs, including, but not limited to, analyses of academic program completion rates, student transfer rates, or employment rates for graduates of the institution and membership and minutes for academic committees;
K. records related to higher education programs;
L. documentation of accrediting reports and self-study reports submitted to accrediting bodies for institutions accredited or seeking accreditation;
M. records related to faculty and staff qualifications, including, but not limited to, the results of periodic student and peer or supervisor assessment of teaching, original official transcripts of record sent directly to the hiring institution from institutions issuing the faculty member a degree and applicable license or certification demonstrating the educational qualifications of the faculty member, documentation of applicable experience for faculty members with alternative qualifications, and a separate file available for review containing documentation regarding all complaints lodged against the faculty member;
N. records related to student evaluations, discipline, assessments and attendance;
O. student complaint files;
P. evidence of the institution's valid insurance policies and surety bond or alternative surety;
Q. records related to scholarships, loans, grants and other financial aid; and
R. records related to financial stability.
