791 KAR 1:027. School record keeping requirements.

 

      RELATES TO: KRS 165A.370(1)

      STATUTORY AUTHORITY: KRS 165A.340(7), 165A.370(1)(h),

(i), 165A.400

      NECESSITY, FUNCTION, AND CONFORMITY: KRS

165A.370(1)(h) and (i) set forth the types of records which shall be maintained

by a proprietary school. KRS 165A.340(7) and 165A.400 authorize the commission

to promulgate necessary administrative regulations to promote efficiency of

operations relating to proprietary schools. This administrative regulation

specifies the manner in which documents shall be maintained and submitted to

the commission.

 

      Section 1. Minimum Record Keeping

Requirements. Each licensed proprietary school shall maintain a separate file

for each student, including, at a minimum:

      (1) Student application for admission;

      (2) Enrollment agreement;

      (3) Transcript or other academic record;

      (4) Student account;

      (5) Placement record; and

      (6) Attendance record.

 

      Section 2. Annual Renewal Record Keeping

Requirements. (1)(a) Effective with the 2008 annual license renewal, all

proprietary schools shall submit electronic copies of all students’ transcripts

and student accounts of each student who has attended the school since the end

of the immediately preceding renewal period.

      (b) The electronic copies shall be

identified on the Application for License Renewal Resident School (PE-17) or

the Application for License Renewal Nonresident School (PE-18), incorporated in

791 KAR 1:025, Section 3, and shall be submitted in conjunction with the annual

renewal application and shall be organized alphabetically according to the

students’ last names.

      (c) Acceptable electronic formats shall

be Microsoft Office 97 or later versions, tif, pdf, jpg, jpeg, or other

generally accepted electronic formats.

      (2) If there is a change of ownership or

a school closure, electronic copies of all students’ transcripts and student accounts

shall be submitted to the commission within thirty (30) days of the transfer or

closure.

(34 Ky.R. 1303; Am. 1715; eff. 2-1-2008; Recodified from 201 KAR 40:027, 6-12-2014.)