Washington Administrative Code › Title 132V - Tacoma Community College › Chapter 132V-15 - Confidentiality of student records › Section 132V-15-030 - Type - Location - Responsibility of records

Current through Register Vol. 24-14, July 15, 2024
(1) The college maintains the following
			 student educational records in the offices of record listed and under the
			 control of the designated college official:
(a) Admissions center - A designated records
			 custodian oversees the maintenance and processing of student applications for
			 admission, residency and materials which influence student access to the
			 college.
(b) Advising center - A
			 designated records custodian is responsible for creating, maintaining and
			 processing student educational records, such as copies of registration forms,
			 unofficial transcripts and assessment scores.
(c) Cooperative education - A designated
			 records custodian reviews, monitors and maintains such student records as
			 program orientation forms, student enrollment forms and program evaluation
			 forms.
(d) Counseling and career
			 information center - A designated records custodian is responsible for the
			 maintenance, security and access of such student educational records as
			 interest inventories, advising transcripts, test scores, agency evaluations,
			 and individual counseling case notes.
(e) Adult learning center - A designated
			 records custodian is responsible for the development and retention of student
			 attendance and academic progress records.
(f) Financial aid office - A designated
			 records custodian is charged with collecting, analyzing, processing and
			 maintaining personal fiscal data of students to assist in determining their
			 eligibility for financial aid. Student records generated from this office
			 include those associated with grants, loans, scholarships, employment and job
			 placement.
(g) Registration/records
			 center - The registrar is responsible for maintenance, security and access of
			 student registration, transcript and graduation records.
(h) Veterans services - A designated records
			 custodian collects and maintains for veteran students such records as forms for
			 verification of enrollment for program completion and others which are required
			 for compliance with Veteran Administration guidelines.
(i) Security and parking services - A
			 designated records custodian is assigned the responsibility of processing and
			 maintaining incident reports.
(j)
			 International student services - A designated records custodian manages such
			 student records as high school transcripts from foreign countries; copies of
			 I-20 identification cards; copies of I-94s; the student's arrival documents;
			 copies of visas; copies of I-538s; reinstatement forms; proofs of financial
			 support; proofs of English proficiency; and proofs of student
			 transfers.
(k) Student assessment
			 office - A designated records custodian is responsible for the reporting and
			 maintenance of assessment scores.
(l) Dean of student services office - A
			 designated records custodian is responsible for maintaining academic standards
			 records and student discipline records.
(m) Occupational education - The occupational
			 program coordinators service as designated records custodians responsible for
			 those student records essential to document admissions criteria, program
			 progress, and program completion.
(n) Off-campus centers and continuing
			 education - A designated records custodian is responsible for maintenance,
			 security and access to student registration and fee collection records at each
			 site.
(o) Business office - A
			 designated records custodian is responsible for student fee payment
			 records.
(p) Occasional records -
			 The appropriate college official for student educational records not listed
			 above will collect and maintain such occasional records.