Current through Vol. 42, No. 1, September 16, 2024
(a)
Required student records. The school shall maintain individual records for each student enrolled, which are current, complete and accurate, to provide the following information:
(1) An Enrollment Agreement for which the student and school shall retain a copy containing, but not limited to, the following information:
(A) Student name and address.
(B) Starting date.
(C) Student and school official signatures and date signed.
(D) Title of the course enrolled.
(E) Total instructional hours.
(F) Payment schedule and total cost.
(G) Refund policy including the three day cancellation notice in accordance with 565:10-11-3(b)(2),
(H) A statement to the effect that the individual signing the contract or application has read and understands all aspects of the agreement.
(I) The holder in due course rule.
(J) Page numbers for multipage documents.
(K) Signature and date of signing by the student or student's guarantor.
(2) Dates the student enrolled, began classes, withdrew or was dismissed, last attended, and completed enrollment or graduated.
(3) Grades received on completed assignments, for a completed individual course(s), or additional program requirements, as appropriate, in order to justify an ultimate programmatic grade point average, if any, or the credential awarded.
(4) A financial ledger or other document to detail monies charged by the school, paid or owed by the student, refunded to the student, or paid or owed by a third-party, or refunded to a third-party.
(5) Each refund calculation.
(6) Student attendance, which shall be kept daily indicating present or absent.
(7) Guidance or other records, including, but not limited to academic, conduct, financial, or placement matters.
(8) A transcript shall be maintained permanently. When a school closes, the notice to the OBPVS must include details for the ongoing retention of student transcripts.
(9) A school which gives credit toward a course based on prior experience or previous training shall record such credit on the school's records and the student's official transcript as satisfactory and list the portion of the course for which the student is given credit. A copy of the transcript reflecting courses for which a student is given credit shall be attached to the school's official transcript and shall be retained as part of the student's permanent records.
(10) Written advertising and endorsement records as described in further detail at 565:10-11-6,
(11) Other records which may have a direct bearing on factors involving continued approval of the school.
(b)
Inspection of records. Records of students shall be open for inspection by properly authorized officials of the OBPVS.
(c)
Availability of student records. Student records shall be easily available and readily accessible for use and review by appropriate school officials of the school and authorized representatives of the Board.
(d)
Completion certificate. The school shall award a completion certificate or diploma to each student who satisfactorily completes a course. If the student has not met all financial obligations to the school, the certificate of completion or diploma may be held until the debt is paid.
(e)
Official transcript. The school shall maintain a permanent transcript for each student showing the name of the course, all subjects within the course attempted or completed and the grade received for each, and the date the student graduated or ceased to be enrolled. The school shall make available to each student a copy of their official transcript. If a fee is charged by the school, such fee shall be clearly stated in the school catalog. For a period of two (2) years after graduation or cessation of enrollment, the cost of a transcript shall not exceed the cost shown in the specific catalog under which the student was enrolled. If the student has not met all financial obligations to the school, the transcript may be held until the debt is paid.
Amended at 12 Ok Reg 2905, eff 7-13-95; Amended at 15 Ok Reg 2782, eff 7-1-98; Amended at 18 Ok Reg 2768, eff 7-1-01; Amended at 20 Ok Reg 2489, eff 7-11-03
