Current through September 24, 2024
(1)
Institutional directors must maintain on-site a current copy file of materials
filed with the Commission as part of their current authorization which includes
the application, documentation of appropriate bonding, and financial
reports.
(2) Institutions shall
retain for three (3) years a record of student complaints that follow the
institution grievance process, including a copy of the complaint, any
investigatory documents, and a statement of the matter's disposition.
(3) Student financial records must be
maintained and open for inspection and copying by Commission staff in
accordance with applicable confidentiality laws.
(4) For each student, the institution must
maintain an up-to-date reconciled account statement as a separate document. The
statement must clearly reflect:
(a) The
balance due the institution or student;
(b) All charges and payments;
(c) The reason for the debit or credit, for
example, student cash payment, loan payment, tuition waiver, technology fee, or
tuition charged; and
(d) All
tuition charges must indicate the period of enrollment for which the student is
being charged, for example, if the tuition charge is for five hundred (500)
contact hours of instruction, the account statement might read "Tuition Charged
for 500 Contact Hours" or if the tuition charge is for one (1) semester of
instruction, the account statement might read "Tuition Charged for Spring 2022
Semester."
(5)
Institutions must maintain a file for each prospective student or student
enrolled in a program or course for three (3) years after the student's
withdrawal from or completion of the program or course of enrollment. The file
shall contain at a minimum:
(a) The executed
transferability of credit disclosure statement required by T.C.A. §
49-7144 and Rule .13(3) of these rules;
(b) Documentation evidencing the student's
basis for admission as provided for in paragraph (6) of this rule;
(c) The executed pre-enrollment
checklist;
(d) The executed
enrollment agreement;
(e) An
exhibit of the institution's enforcement of standards acceptable to the
Commission related to attendance, academic satisfactory progress, and proper
documentation of any leave of absence (LOA) that may affect progress;
(f) Written records of the previous training
and education of the applicant student which clearly indicates the appropriate
credit which has been given by the institution for previous training and
education; and
(g) An up-to-date
reconciled account statement.
(6) Sufficient basis of admission
documentation for purposes of the student file is as follows:
(a) If the basis of admission is successful
completion of an ATB test, then the student file shall contain a copy of the
scored test or a graded score sheet.
(b) If the basis of admission is a high
school diploma or equivalency, then the student file shall contain:
1. An official transcript from the high
school or other government body, such as a county school board;
2. An official high school equivalency
transcript, HiSET, or GED score sheet from the appropriate issuing entity;
or
3. An official military document
indicating that the student completed high school such as an Enlisted Record
Brief.
(c) If the basis
of admission is a Tennessee license in the field for which the training is
intended, then the student file shall contain verification of current licensure
from the issuing Tennessee subject matter expert agency, such as a current
screenshot from the agency's website.
(d) If the basis of admission is
postsecondary credit in a degree program, then the student file shall contain
an official transcript from a postsecondary educational institution indicating
that credit in a degree program was awarded to the student.
(e) If the basis of admission is a bachelor's
degree or higher credential, the student file shall contain an official copy of
the transcript from the postsecondary educational institution indicating that
the student received the credential.
(f) If a transcript is from an institution
outside the United States, documentation from a transcript translation service
indicating that the education obtained is the equivalent of the applicable
United States credential and, if necessary, a translated transcript.
(7) Official documentation is a
statement of the student's academic record received directly from the issuing
institution or agency such as a transcript or score sheet. Paper transcripts
printed on security sensitive paper that contains the issuing institution's
seal or signature of an official from the institution is acceptable admission
documentation. Electronic transcripts or scores sheets not printed on security
sensitive paper must include indicia that the transcript or score sheet was
received directly from the issuing institution or agency such as accompanying
email correspondence or the envelope.
(8) Institutions must offer a transcript for
all programs other than programs registered as certificate programs. For a
certificate program, an institution must provide a certificate to completers of
the program and may offer a transcript to all enrolled students. In any event,
all transcripts and certificates shall meet the requirements of this rule.
Institutions offering programs where a subject matter expert agency requires
that the institution maintain a transcript must do so.
(a) Transcripts and certificates for each
student enrolled in a program or course offered by the institution shall be
maintained for the life of the institution and provided to DPSA upon closure as
provided for in Rule .23 of these rules.
(b) Transcripts shall be in a form that
permits easy and accurate review by the student, transfer institutions,
potential employers, and other state or federal agencies. The transcript shall
include at a minimum the:
1. Full and correct
name and address of the authorized location of the institution;
2. First and last name of the
student;
3. Last four digits of the
student's social security number;
4. Program name as registered with the
Commission;
5. Status of student,
for example, active, withdrawn, probation, leave of absence, or
graduate;
6. Official date recorded
for all student withdrawals and graduations;
7. Beginning date or academic term with the
year for each course attempted;
8.
As applicable to the type of institution, credit or contact hours attempted and
earned;
9. Name of each course and,
if any, the course number as listed in the institution catalog along with the
corresponding grade received;
10.
Indication of credits given by transfer from another institution or credit by
exam;
11. Cumulative Grade Point
Average (GPA);
12. Date the
transcript was last updated and/or printed; and
13. Signature of an institution
official.
(c)
Certificates shall be in a form that permits easy and accurate review by the
student, transfer institutions, potential employers, and other state or federal
agencies. The certificate shall include at a minimum the:
1. Complete name and address of the
institution;
2. First and last name
of student;
3. Program name as
registered with the Commission;
4.
A certificate award date; and
5.
The signature of an institution official.
(9) In lieu of hard copies of transcripts and
certificates, an institution may maintain transcripts and certificates by
electronic storage provided that the institution has a process for maintaining
an up-to-date backup of the information in a separate system or at a different
location. Commission staff must have complete and easy access to review student
transcripts and certificates during authorization site visits and audits such
that the institution can print any requested records upon request.
Authority: T.C.A. §§
49-7-2005,
49-7-2006, and
49-7-2016.
