Law / United States / 
South Carolina
State Commission on Higher Education rules for licensed nonpublic postsecondary institutions: student records (Regulation 62-20)
In force since .
A sensitive categories rule binding private bodies.
- Instrument type
- a regulation made under an act
- Obligation class
- Governance, Security
- Audit expectation
- none
What it requires
- If you are a nonpublic postsecondary educational institution licensed in South Carolina, store official student academic records in a secure vault or fireproof cabinet, or store duplicates in a different building or at an off-site location, and give computer generated and stored records adequate security measures to protect and back up the data (Regulation 62-20).
- If you are a licensed nonpublic postsecondary educational institution, keep policies on the retention and disposal of student records, and information-release policies that respect the rights of individual privacy, the confidentiality of records, and the best interests of the student and the institution (Regulation 62-20).
- If you are a licensed nonpublic postsecondary educational institution, keep each student's records, including the enrollment agreement, payment, refund, prior credit, attendance, completion or termination, grievance and recruitment records, for a minimum of six years from graduation or termination, or until the Commission deems them no longer needed for reference (Regulation 62-20(A)).
- If you are a licensed nonpublic postsecondary educational institution, provide a transcript on request to a student who has satisfied all financial obligations currently due, and maintain each transcript of the student's record of achievement as a permanent record for a minimum of 50 years from graduation or termination, or a shorter time the Commission deems appropriate (Regulation 62-20(B)).
- If you are a licensed nonpublic postsecondary educational institution, keep at all times the capability to transfer academic records for former and current students to a receiver (Regulation 62-20(D)).
- If you are a licensed nonpublic postsecondary educational institution and you merge, consolidate, change ownership or dissolve, notify the Commission in writing at least seventy-two hours before the action, submit a plan for the retention and disposition of student records, give the Commission a record of the names, addresses and financial records of students whose programs are not completed, and surrender the license (Regulation 62-20(D)).
These lines are LexLint's reading of the law's text.
What record it asks for
Logging duty
Regulation 62-20 names no log, register or retained file of access to student records. It sets retention periods for the records themselves, six years for student records and a permanent record of at least 50 years for the transcript, and no audit cadence or report recipient.
- Kind
- None
- As of
What this law does
Regulation 62-20 of the State Commission on Higher Education requires a licensed nonpublic postsecondary institution to store official student academic records in a secure vault or fireproof cabinet, or to store duplicates in a different building or at an off-site location. An institution that keeps computer generated and stored student records must have adequate security measures to protect and back up the data.
The institution must have information-release policies that respect the rights of individual privacy and the confidentiality of records. Each institution must keep student records for a minimum of six years from graduation or termination, or until the records are no longer needed for reference as the Commission deems appropriate. Each institution must provide a transcript on request to a student who has satisfied all financial obligations currently due and payable to the institution.
The transcript of each student's record of achievement must be maintained as a permanent record for a minimum of 50 years from graduation or termination, or a shorter time as the Commission deems appropriate for programs or courses for which it is unlikely that students will need documentation of attendance. Each institution must have in place at all times the capability to transfer academic records for former and current students to a receiver.
On a merger, consolidation, change of ownership or dissolution, the institution owner or designee must submit a plan to provide for the retention and disposition of records. The regulation is issued under the licensing authority that chapter 58 of Title 59 of the Code gives the Commission over nonpublic educational institutions.
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