791 KAR 1:027. School record keeping requirements.
RELATES TO: KRS 165A.370(1)
STATUTORY AUTHORITY: KRS 165A.340(7), 165A.370(1)(h),
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
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
(34 Ky.R. 1303; Am. 1715; eff. 2-1-2008; Recodified from 201 KAR 40:027, 6-12-2014.)