Texas Administrative Code
Title 19 - EDUCATION
Part 1 - TEXAS HIGHER EDUCATION COORDINATING BOARD
Chapter 7 - DEGREE GRANTING COLLEGES AND UNIVERSITIES OTHER THAN TEXAS PUBLIC INSTITUTIONS
Subchapter A - GENERAL PROVISIONS
Section 7.15 - Academic Records Maintenance, Protection, and Repository of Last Resort

(1) Authorized institutions are required to maintain academic records securely and permanently as required in § 7.4 of this chapter (relating to Standards for Operation of Institutions) and must protect the personally identifiable information of enrolled or former students.

(2) At the end of each institution's academic year, an institution shall consolidate copies of all academic records for all former students who have graduated, withdrawn, or otherwise ceased to attend during the previous academic year. These academic records, for each academic year, shall be stored separately in an identifiable and printable electronic record for each student in a format specified by the Board. The files or records are subject to inspection and shall be made available to the Board for inspection upon request.

(1) In the event any authorized institution operating in this state proposes to discontinue its operation, the chief administrative officer, by whatever title designated, of said institution shall notify the Board of its plan to secure and store all student's records.

(2) If the institution is part of an educational system which is continuing to operate in other U.S. locations, the academic records shall be maintained at the main campus or corporate location. Contact information so that a student may request an academic transcript or academic records must be provided to the Board and updated as information changes.

(3) If the institution enters into an agreement with another institution to teach out or continue students' degree programs, the institution responsible for accepting the transferring students shall maintain academic records for the transferring students.

(4) If the institution is closing all locations, the academic records shall be transferred to the Board. Such records shall include, without limitation:

(1) The Board shall maintain or cause to be maintained a permanent file of such records coming into its possession from an institution previously authorized under a Certificate of Authority or a Certificate of Authorization in a closed school academic record repository. The Board may specify the required format for records coming into its possession.

(2) Upon request and verification of identity, the Board will provide to a student either a copy of the student's academic record as received from the closed institution or the information contained in the academic record in a standard transcript format utilized by the Board.

(3) The academic records repository is considered to be a repository of last resort.

(4) The Board may discontinue its maintenance of the repository if adequate funding is not provided for that maintenance.