Records Management System
Purpose
To provide operational procedures for administering and maintaining education and other student records in compliance with international best practices. All records shall be kept confidential in the Directory Information Portfolio under the explicit rule that personal information in records regarding a student, prospective student, or former student collected, created, assembled and maintained by Grace Hardison Tefl University be governed by such compliance. Directory Information will not include: race, gender, country of citizenship, or religion.
Oversight and Custodian responsibilities
The academic advisory board will have complete oversight over the management of the records management program and will be guided by the following parameters:
All university records are the property of Grace Hardison Tefl University regardless of their physical location, even when they are in the possession of individuals, and, as such, may not be permanently removed from the university DIP nor destroyed. Such records include the following but not limited to:
Admission Management
Attendance Management
Document Management
Fee Management
Access to Education Records: A student should submit to the academic advisory board a written request that identifies the record(s) the student wishes to inspect. Such request will be confirmed or denied relating to such information as per the directory information portfolio. Validation of certificates by prospective employers of graduates may be done via the university website. Every student must be given the opportunity to “opt out” or have directory information suppressed from public release.
Amendment of Education Records: If a student believes that any of the education records relating to them contain information that is inaccurate, misleading, or in violation of their rights of privacy, they may ask the University to correct or delete such information. The student may also ask that additional explanatory material be inserted in the record. A student may obtain copies of records at the students’ expense.