Current through Register Vol. 24-24, December 15, 2024
(1) The college maintains the following
student educational records in the offices of record listed and under the
control of the designated college official:
(a) Admissions center - A designated records
custodian oversees the maintenance and processing of student applications for
admission, residency and materials which influence student access to the
college.
(b) Advising center - A
designated records custodian is responsible for creating, maintaining and
processing student educational records, such as copies of registration forms,
unofficial transcripts and assessment scores.
(c) Cooperative education - A designated
records custodian reviews, monitors and maintains such student records as
program orientation forms, student enrollment forms and program evaluation
forms.
(d) Counseling and career
information center - A designated records custodian is responsible for the
maintenance, security and access of such student educational records as
interest inventories, advising transcripts, test scores, agency evaluations,
and individual counseling case notes.
(e) Adult learning center - A designated
records custodian is responsible for the development and retention of student
attendance and academic progress records.
(f) Financial aid office - A designated
records custodian is charged with collecting, analyzing, processing and
maintaining personal fiscal data of students to assist in determining their
eligibility for financial aid. Student records generated from this office
include those associated with grants, loans, scholarships, employment and job
placement.
(g) Registration/records
center - The registrar is responsible for maintenance, security and access of
student registration, transcript and graduation records.
(h) Veterans services - A designated records
custodian collects and maintains for veteran students such records as forms for
verification of enrollment for program completion and others which are required
for compliance with Veteran Administration guidelines.
(i) Security and parking services - A
designated records custodian is assigned the responsibility of processing and
maintaining incident reports.
(j)
International student services - A designated records custodian manages such
student records as high school transcripts from foreign countries; copies of
I-20 identification cards; copies of I-94s; the student's arrival documents;
copies of visas; copies of I-538s; reinstatement forms; proofs of financial
support; proofs of English proficiency; and proofs of student
transfers.
(k) Student assessment
office - A designated records custodian is responsible for the reporting and
maintenance of assessment scores.
(l) Dean of student services office - A
designated records custodian is responsible for maintaining academic standards
records and student discipline records.
(m) Occupational education - The occupational
program coordinators service as designated records custodians responsible for
those student records essential to document admissions criteria, program
progress, and program completion.
(n) Off-campus centers and continuing
education - A designated records custodian is responsible for maintenance,
security and access to student registration and fee collection records at each
site.
(o) Business office - A
designated records custodian is responsible for student fee payment
records.
(p) Occasional records -
The appropriate college official for student educational records not listed
above will collect and maintain such occasional records.
(2) The college shall retain the educational
records of students pursuant to the retention schedules established by each
office of record.
(3) The college
shall establish a student educational records retention system in such other
offices of record which may be created.
Statutory Authority:
RCW
28B.50.140(13). 96-16-034,
§
132V-15-030, filed 8/1/96,
effective 9/1/96; 89-20-013 (Order 89-1), §
132V-15-030, filed 9/26/89,
effective 10/27/89.