South Carolina Code of Regulations
Chapter 62 - STATE COMMISSION ON HIGHER EDUCATION
Article I - LICENSING NONPUBLIC POSTSECONDARY EDUCATIONAL INSTITUTIONS
Section 62-20 - Student Records

Universal Citation: SC Code Regs 62-20

Current through Register Vol. 48, No. 9, September 27, 2024

Institutions must store official student academic records in a secure vault or fireproof cabinet or store duplicates in a different building or at an off-site location. If the institution uses computer generated and stored records, it must have adequate security measures to protect and back up the data. The institution must have policies concerning retention and disposal of records and information-release policies which respect the rights of individual privacy, the confidentiality of records, and the best interests of the student and institution.

A. Each institution shall maintain, for a minimum of six years from graduation or termination or until no longer needed for reference as the Commission deems appropriate, student records that shall include at least the following:

(1) A copy of the enrollment agreement or contract and other instruments relating to the payment for educational services.

(2) Student information, including:
(a) student name;

(b) permanent or other address at which the student may be reached;

(c) records relating to financial payments and refunds;

(d) records relating to credit granted for prior education or experience; and

(e) record of attendance.

(3) Date of completion or termination and the reason(s) therefor.

(4) Record of any student grievance and subsequent resolution.

(5) Copies of correspondence and other records relating to the recruitment, enrollment and placement of the student.

B. Each institution shall provide upon request a transcript to the student who has satisfied all financial obligations currently due and payable to the institution. The transcript of the individual student's record of achievement must be maintained as a permanent record (minimum of 50 years from graduation or termination, or a shorter time as the Commission deems appropriate for programs or courses for which it is unlikely that students will need documentation of attendance) in a form that provides at least the following:

(1) Name of the student.

(2) Title of program, including total number of credit or clock hours of instruction received and dates of enrollment.

(3) Grade record of each course, lesson or unit of instruction and the cumulative grade for the program.

(4) Explanation of grading system.

C. In addition to the above, an out-of-state institution shall maintain records that include, but are not limited to, a list of the name and address of each student enrolled from within the State and such records shall be made available to the Commission upon request.

D. Each institution must have in place at all times the capability to transfer academic records for former and current students to a receiver. The records may be electronic or paper, and must be easily accessible in format and system. In the event of merger, consolidation, change of ownership, or dissolution of an institution, the institution owner or designee shall:

(1) Notify the Commission in writing at the time the decision is made to merge, consolidate, sell, or close, but as a minimum, seventy-two hours before such action.

(2) Submit a plan to provide for the retention and disposition of records. The plan shall provide for the assignment of the records to another institution or agency willing to accept responsibility for their safety, maintenance, distribution, and, where appropriate, disposal. If the institution cannot provide for assignment of the records to another institution or agency, the Commission may seize the records and, as necessary, negotiate for assignment of the records to another institution or agency that will accept responsibility for their safety, maintenance, distribution, and, where appropriate, disposal.

(3) Provide to the Commission a record of the names, addresses and financial records of students currently enrolled whose programs have not been completed.

(4) Surrender the License to the Commission.

Disclaimer: These regulations may not be the most recent version. South Carolina may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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