Chapter SPS 407

Chapter SPS 407

RECORDS

SPS 407.01   Student records.

SPS 407.02   Records retention.

SPS 407.03   Transcripts.

SPS 407.04   Change in status.

SPS 407.05   Access to records.

Ch. SPS 407 Note Note: Chapter EAB 7 was renumbered Chapter SPS 407 under s. 13.92 (4) (b) 1., Stats., Register November 2017 No. 743.

SPS 407.01 SPS 407.01 Student records. A school shall keep records of attendance, progress and grades. A school shall periodically report progress to each student.

SPS 407.01 History History: Cr. Register, October, 1997, No. 502, eff. 12-1-97.

SPS 407.02 SPS 407.02 Records retention. Each school shall maintain, for a minimum of 6 years from graduation or last date of attendance, student records that shall include at least the following:

SPS 407.02(1) (1) A copy of the enrollment agreement and other instruments relating to payment for educational services.

SPS 407.02(2) (2) Student information, including student name; permanent or other address at which the student may be reached; records relating to financial payments and refunds; and, record of attendance.

SPS 407.02(3) (3) Date of completion or termination and the reason(s) thereof.

SPS 407.02(4) (4) Record of any student grievance and subsequent resolution.

SPS 407.02 History History: Cr. Register, October, 1997, No. 502, eff. 12-1-97; CR 02-135: am. (intro.) Register April 2003 No. 568, eff. 5-1-03.

SPS 407.03 SPS 407.03 Transcripts. Each school shall provide upon request a transcript to the student who has satisfied all financial obligations currently due and payable to the school. A school shall permanently retain original transcripts for all students. The transcript must provide at least the following:

SPS 407.03(1) (1) Name of the student.

SPS 407.03(2) (2) Title of the program, including total number of credit or hours of instruction received and dates of enrollment.

SPS 407.03(3) (3) Grade record for each course, lesson or unit of instruction and the cumulative grade for the program.

SPS 407.03(4) (4) Explanation of the grading system on the transcript.

SPS 407.03 History History: Cr. Register, October, 1997, No. 502, eff. 12-1-97; CR 02-135: am. (intro.) Register April 2003 No. 568, eff. 5-1-03.

SPS 407.04 SPS 407.04 Change in status.

SPS 407.04(1) (1) In the event of merger, consolidation, change of ownership, or dissolution of a school, the school owner or designee shall:

SPS 407.04(1)(a) (a) Notify the department at the time the decision is made to merge, consolidate, sell, or close, but at a minimum, seventy-two hours before such action.

SPS 407.04(1)(b) (b) Submit a plan to provide for the retention and disposition of records. If necessary, the department may seize the records and negotiate for assignment of said records to another school or agency.

SPS 407.04(1)(c) (c) Provide a record of the names, addressees and financial records of students currently enrolled whose programs have not been completed.

SPS 407.04(1)(d) (d) Surrender the school’s SPS certificate of approval.

SPS 407.04(2) (2) In the event it appears that the official records of a school discontinuing its operation are in danger of being destroyed, secreted, mislaid or otherwise made unavailable, the department may seek a court order to take possession of the records.

SPS 407.04 History History: Cr. Register, October, 1997, No. 502, eff. 12-1-97; correction in (1) (a), (b), (d), (2) made under s. 13.92 (4) (b) 6., Stats., Register November 2017 No. 743; CR 20-004: am. (1) (d) Register June 2020 No. 774, eff. 7-1-20.

SPS 407.05 SPS 407.05 Access to records. The department shall maintain and make available records in its possession in accordance with retention and disposition authorization procedures established by the public records board and the federal family educational rights and privacy act (FERPA) of 1974 under 34 CFR Part 99.

SPS 407.05 History History: CR 02-135: cr. Register April 2003 No. 568, eff. 5-1-03.