La. Admin. Code tit. 28 § IX-313

Current through Register Vol. 50, No. 11, November 20, 2024

Section IX-313 - Maintenance of Records [Formerly Section 311]

A. Institutions are required to keep records for a minimum of three years which detail:

1. the composition and background of students, faculty, and administrative staff;

2. the institution's physical plant including land, buildings, library, and research facilities;

3. copies of brochures, catalogs, and advertising which describe student admissions, programs, and scholarships.

B. A student's records must be available for review by that student at the institution's central office.

C. Individual student records must include:

1. the name and address of the student;

2. commencement date of the program;

3. titles of courses within the student's chosen curriculum;

4. total hours (quarter, trimester, semester);

5. a payment schedule which includes the total cost to the student.

D. Student records must also include:

1. grades received;

2. all obligations incurred and all funds paid by the student to the institution;

3. counseling records;

4. a transcript;

5. financial aid records.

E. Student records shall be available and readily accessible for use and review by authorized officials of the institution and authorized representatives of the Board of Regents.

F. All licensed institutions are required to have a plan for the maintenance, safekeeping and retention of student records in the event of an institutional closure. The plan must contain the arrangements made by the institution and procedures students must follow in order to obtain their records.

La. Admin. Code tit. 28, § IX-313

Promulgated by the Department of Education, Board of Regents, LR 19:1553 (December 1993), Amended, LR 45530 (4/1/2019), Amended by the Board of Regents, LR 471294 (9/1/2021).

AUTHORITY NOTE: Promulgated in accordance with R.S. 17:1808.