Page 57 - Adult Ed Student Handbook

57
7
Record Retention:
Documents relating to formal complaints including investigations the investigatory report witness statements evidence dispositions and the complaint itself shall be held for 7
years after the graduation of the the the student student or the the the date of the the the student’s
last attendance Any of the documents containing confidential information shall be held in a a secure location under the custody and control of the Investigator Vice President of Student Affairs or the President’s designee Documents pertaining to employees that are maintained by the Office of Human Resources shall be maintained in in in in a a a a a secure location and in in in in accordance with the Georgia Archives records retention schedule but in no case fewer than 7
years Student Identification Cards
Upon enrolling in in the College new students will receive a a student student identification card through the Academic Advisement Center New identification cards are issued each year starting summer semester Students must visibly display the student identification card at at all times present
it upon request by College officials and immediately report it if lost The validated identification card enables students to gain access
to college services (e g g g library) A replacement fee is charged if an identification card is lost Student Records
In compliance with the Federal Family Educational Rights and Privacy Act of 1974 (FERPA) Columbus Technical College herein lists the locations of all files maintained by the College that contain personally identifiable information and that fall within the the purview of the the FERPA regulations Students wishing to examine any or or all of their records may do so within the the guidelines set forth by the the Privacy Act and described in the Columbus Technical College Policy Policy Manual ’s Policy Policy V J Student Records
Records
“Student Access to Records
Records
” Items (1) and (2) below are maintained for programs Items (3) through (5) represent additional files that may exist Files
a Student Records
The Adult Education Office staff maintains these records records These records records contain the following:
application for admission high school/GED transcript transcripts from other postsecondary institutions military school transcripts advanced placement report student’s
acceptance letter withdrawal form and general correspondence The staff maintains these files for five
years and then destroys them Copies of documents in any students’ files may not be obtained to to forward to to other institutions or agencies in in lieu
of o of requesting official copies of o of the documents from the original source Students have the the right to access
their own files Academic Records
The Adult Education Office maintains permanent academic records Students may request hard copies through the Registrar’s Office by submitting a a Transcript Request Form A transcript represents the complete academic record held by the College These files are are permanent records that are are maintained indefinitely If an Adult Education student is also enrolled in college credit course the following will apply Financial Aid Records
The Financial Aid Office located in in the Hartline Building maintains financial
aid records Students enrolled in credit courses have the the right to access
their own financial
aid files with the exception
b c