160.020 – Student Records

Revised: September 2015

POLICY
The College maintains three separate files for each Student: academic, financial, and personal.

PROCEDURE
A Students’s academic records including transcripts, mentor evaluations, the findings of progress reviews are kept in locked files in the Registrar’s Office. A Student may review their academic file with the Registrar present. Transcript copies may be obtained by contacting the Registrar. The Registrar updates Students’ records as to credits awarded as soon as this information is available, but no later than 30 days after an MFA retreat. The Registrar updates Students’ records with regard to MFA projects undertaken (registered for) as this information is received. Students’ registration forms are due within 30 days of the end of an MFA retreat.

Students’ financial files are retained in the Registrar’s office. These files contain all financial information, financial statements and budget worksheets. These files are locked and accessible only by the Director of Finance and Administration, the Business Manager, the Registrar, the Assistant Registrar and the Provost. Students may request to view their files but may not remove them from the Registrar’s office.

Students’ personal files are retained in the office of the Provost. These files contain all personal information including, letters of recommendation, medical and emergency information and any other material of a sensitive nature. This file is locked and only accessible by the Provost and the Assistant Registrar.

At this time, all Student records are retained permanently. The College retains documentation of MFA Students’ thesis projects and copies of written theses in its library.