Section R4-39-401. Student Records

A.      An institution shall maintain complete and accurate records for each student currently enrolled, including:

1.        An enrollment agreement containing, but not limited to the following information:

a.         Name and address of student;

b.        Commencement date of program;

c.         Title of the course or courses within the program;

d.        Total clock and credit hours of the program;

e.         Payment schedule and total cost to the student;

f.         Refund policy of the institution;

g.        A statement indicating that the individual signing the agreement has read and understands all aspects of the agreement;

h.        The holder in due course rule as defined in A.R.S. § 47-3302;

i.         A disclaimer by the institution that “job placement” is not guaranteed to graduates upon completion of this training or upon graduation;

j.         Student grievance procedures, if not printed in a cat- alog, bulletin, or other document provided each pro- spective student; and

k.        A cancellation notice in accordance with Federal Trade Commission (FTC) regulations.

l.         Signature of the student and an official of the institu- tion;

2.        Copy of the entrance exam, if applicable;

3.        A transcript;

4.        Grades received, where applicable;

5.        Student attendance information;

6.        Counseling records;

7.        Financial aid records for a length of time as required by the U.S. Department of Education; and

8.        All obligations incurred and all funds paid by the student to the institution.

B.       An institution shall make student records available and readily accessible for use and review by authorized officials of the institution and authorized representatives of the Board.

C.      An institution that gives credit toward a course based upon prior job experience, training, or life experience shall record that credit in the institution’s records relating to the student and in the student’s official transcript and list the portion of the course for which the student is given credit. The institution shall attach a copy of the transcript reflecting courses for which the student is given credit for prior job experience,

training, or life experience to the institution’s official transcript and shall retain the transcript as part of the student’s perma- nent records.

D.      In addition to subsections (A), (B), and (C), an institution shall include the following in the record of a student who graduates:

1.        Class rank upon graduating, where applicable.

2.        Job placement provided, where applicable.

3.        Place of employment and beginning salary after gradua- tion, where applicable.

Historical Note

Adopted effective May 21, 1985 (Supp. 85-3). Amended by final rulemaking at 6 A.A.R. 1129, effective March 7, 2000 (Supp. 00-1).