Rule 10-201-3.10 - Academic Records Maintenance and ProtectionA. Approved institutions must maintain academic records securely and permanently as required in Rule 4.17 and must protect the personally identifiable information of enrolled or former students. The institution's catastrophic events and disaster recovery procedures and practices shall include adequate processes for management, maintenance, and protection of student records in the event of closure.B. 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year, an institution shall consolidate copies of all academic records for all former students who have graduated, withdrawn, or otherwise ceased to attend during the previous academic year.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. The files or records are subject to inspection and shall be made available to the Commission for inspection upon request.C. In the event an approved institution operating in the State proposes to discontinue its operation, the chief executive officer, by whatever title designated, or other responsible officer of the institution shall provide the Commission its plan to secure, store, and maintain all student records and submit a copy of the storage/maintenance agreement to the Commission including contact information so that students may request their academic record, which agreement shall include a clause that provides that the Commission be updated if/as information regarding the student records and location changes. Upon request and verification of identity, the agreed upon repository 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.D. If the institution is part of an educational system that 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 Commission and must be updated if/as information changes.E. If the institution enters into an agreement with another institution to teach out or continue students' degree programs, it is understood that the institution responsible for accepting the transferring students will maintain academic records for the transferring students.F. Records shall, without limitation:a. Include academic information as is customarily required by colleges and universities when considering students for transfer or advanced study; andb. Be in a format to ensure a separate identifiable and printable file is provided for each student.10 Miss. Code. R. 201-3.10
Miss. Code Ann. § 37-101-241 (1972, as amended).