Maintenance of Student Records

The University is required to keep records for five years related to student grading and how grades were evaluated. This includes keeping syllabus copies for each course, rubrics for grading, copies of tests, students grade reports, etc. Records related to student’s individual performance with any identifying documentation shall be kept in locked files by the University.

Faculty are required to keep accurate and comprehensive information of all students’ grades and test until the conclusion of the quarter, then all grades, materials are verified and the handed over to the Registrar at the Student Affairs/ Student Services Department. The University will provide locked storage space for those records which overflow the faculty member’s storage ability. In some cases, samples of student work and samples of faculty evaluation of that work will be requested by the program administrators for accreditation purposes.

The following represents the policy and procedures for maintenance of student records:

• All faculty members are required to post and print their final grades, take roll, print class roster, attendance sheets post adverse action and counseling, view students’ progress via the campus student information system (SIS). Each faculty member will be assigned a log in ID and Password by the IT Department.
• Faculty members will be notified via email by the Student Services Department that enrollment is already posted and accessible in the SIS before each quarter starts.
• All academic counseling/notes must be recorded and posted in the SIS.
• Each faculty member is required to circulate and collect an official attendance sheets in class at the beginning of each session. No later than the end of each week, these forms are to be placed in the appropriate mailbox in the office of the School’s respective Administrative Assistants. This process is a required documentation for AUHS. Attendance sheets are accessible in the SIS.