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STUDENT RECORDS |
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Aim
The aim of this document is to provide
necessary guidelines for creation, maintenance, and disposal of documents and information
pertaining to the students.
Procedure
The documents being maintained in
Skyline
University
College
will normally fall under three categories viz:
Administrative records
Academic records
Financial records
Each of these is being maintained
separately.
A. Administrative
Records:
Administrative records comprise of the personal file of each and every student of Skyline
University
College
and consist of the following:
1.Enrolment form:
Each student fills up the enrollment form at the time of registration to the College.
The form lists the personal information, passport and visa information, the major
that the student has opted for, educational qualifications, details of work experience,
details of the initial payments, the terms and conditions on which the admission
is given. Once the result of the entrance examination is available, the Administration
Department updates the file. This document is maintained only till the student qualifies
for and attends the graduation ceremony.
2.Directory Information:
The directory information consists of data regarding the
address, telephone number, mobile number, email address etc. This record is stored
electronically immediately after the student is registered. It is also available
as a hard copy in the enrolment form. The record is updated as and when the student
informs of a change. Normally, this information is also updated every year by floating
an address update form. Once the student graduates, the record is transferred to
the electronic archive, and the hard copy is destroyed.
3.Record of entry level qualifications: A copy of the secondary school certificate is maintained
in the personal file of the student. While receiving this document, the student
is required to show the original certificate to Skyline officials, who verify the
contents and attest the copy of the certificate. It is maintained for a period of
six years after the student graduates.
4.Results of Personality and Interest Tests: (Optional) A record of the results
of the personality and interest tests are kept in the Administration Dept. The record
will be maintained till the student graduates.
5.Record of discipline:
In case the student has been involved in any incidents of
indiscipline, a record of the incident is kept in the student’s personal file. This
is destroyed after the student graduates.
6.Attendance record:
The student’s attendance is recorded in the system through
software. The record is kept active for the period of one academic year.
7.Letter of admission:
A copy of the letter of admission and the fee payment schedule
is filed in the personal records of the student. It is destroyed after the student
graduates
8.Copy of passport:
A copy of the passport along with the visa information is filed in the personal
record of the student. Once the student graduates, this is destroyed.
9.Miscellaneous documents: Copies of letters issued to the student, proof of mitigation
and any other correspondence with the student, are also filed in the personal file
of the student and destroyed once the student graduates.
10.Graduation information and copies of transcript: Copies of all transcripts issued
to the students, grade warnings, letters of probation and suspension if any, and
the graduation information forms a part of the academic profile, which is filed
in the personal file of the student. These are records that are permanent in nature,
and are stored electronically, and, transferred to the electronic archive
B. Academic records:
The Administration Department maintains the academic records
of each student. The records consist of the following:
1.Curriculum Requirement:
Students enrolled each year follow a particular curriculum
The Examination Department keeps a record of the applicable curriculum. The record
is transferred to the electronic archive after the student graduates.
2.Details of transfer of credits: All documents related to the transfer of credits such as
the transcripts, course descriptions, and the details of accepted transfers, are
kept with the Examination Department for each such student. The details of transfer
of credits accepted are transferred to the student’s electronic records, and a hard
copy is kept for six years after the student graduates.
3.Details of courses undertaken and the grades awarded: As and when the student takes the
courses, and, appears for the examinations, his/her profile is updated in the software.
The details of credits undertaken and the grades awarded, the GPA and the CGPA of
the student is available through the software. The record is transferred to the
electronic archive once the student graduates. These records are very important
since the student’s performance and graduation depends on the accuracy of such records.
It is the responsibility of the Administration and Examination Department to maintain
accurate records.
4.Hard copies of transcripts issued, and, the degrees awarded: A grade report is issued to each
student at the end of every semester. A consolidated grade report is filed in student
file at the end of the academic year. Official transcript will be issued only with
the Degree. However a student may request for interim transcripts against a fee.
A copy of every issued transcript is kept in the student’s personal file. The hard
copies of degrees are retained by the Examination Department for a period of six
years after the student graduates from the College, thereafter, the copies are destroyed.
5.Copies of coursework / examination scripts: The Examination Department retains
the examination scripts for a period of one year after the declaration of the results
after which they are destroyed.
C. Financial
Records
Records off all financial affairs
related to a student including the total fees payable, installments paid, any fee
reductions, scholarships awarded, and the current balances are maintained by the
Finance Department. The main document related to the student is the ledger that
is stored electronically and transferred to electronic archives as a permanent record.
Physical records are stored for a period of six academic years and are thereafter
destroyed. The physical records could be:
1.Copies of the receipts issued
2.Copies of the payment vouchers
3.Details of the scholarships granted
4.Details of any alternate fund received
5.Any other financial dealing
Access to the
records:
Only the following personnel have
an access to the records unless specified by the student:
President
Dean – Academics
Head of Finance Department
Head of Administration
The staff in the concerned department
Ministry of Higher Education or their representatives
Method of destroying
records:
All documents that need to be destroyed are put through a paper shredder.
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