N.H. Admin. Code § Pos 1104.11

Current through Register No. 50, December 12, 2024

Section Pos 1104.11 - Records

(a) The school shall maintain current, complete, and accurate records to show the following:

(1) A statement signed by the student acknowledging the 3-day notice required by Pos 1106.01;

(2) A copy of the student's signed enrollment agreement;

(3) Written progress reports that include information on the student's progress in areas such as classroom attendance and performance, updated, as a minimum, at the mid and end points of the specified time period;

(4) A copy of the results of any enrollment evaluation or examination;

(5) Student information, including

a.Legal name of the student;

b.Address;

c.Telephone number;

d.Student identification number assigned, if any;

e.Social security number, if student signs disclaimer;

f.Date of birth;

g.Dates of attendance, including beginning and ending dates;

h.Course or program of instruction; and

i.Date of transfer if appropriate.

(6) All monies owed and paid by each student; and

(7) The school's participation in awarding student financial aid and scholarships.

(b) A school shall maintain records in a form that permits easy and accurate preparation of transcripts of educational records for purpose of transfer and placement, providing reports to government services or agencies, or for such other purposes as the needs of the student might require. Such transcripts shall be in a form readily understandable by laypersons and educators alike. The grading system on such transcripts shall be fully explained on the transcript form. Subjects appearing on the transcripts shall be numbered or otherwise designated to indicate the exact subject matter covered. Skills and proficiency in subjects shall describe fully the type of test and other conditions of the test by which such skills and proficiencies were scored.

(c) Records of students shall be open for inspection to the director during site visits to the school.

(d) Records shall be maintained in safe and secure condition in a locked fireproof cabinet.

(e) If a school ceases to operate it shall make provisions for transferring the custody of academic records without a break in custody per Pos 1114.01(b)(5).

(f) A school shall permanently maintain student transcripts of academic records.

(g) A school shall maintain complete records of all advertising, sales, and enrollment materials used by or on behalf of the school for a 5-year period.

(h) A school shall permanently maintain a master student registration list (MSRL).

(i) A school shall retain financial records in accordance with federal retention requirements.

N.H. Admin. Code § Pos 1104.11

(See Revision Note at chapter heading for Pos 1100) #6398, eff 12-16-96 (formerly Pos 1402.16); ss by #8221, eff 12-16-04 (formerly Pos 1102.16 )