W. Va. Code R. § 135-20-12

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 135-20-12 - Notification and Deposit of Records Upon Discontinuance of a Program or Institution

12.1. If an authorized institution, branch campus, or extension program of an authorized institution discontinues operation in this State, its chief executive officer shall notify the Council of the date of discontinuance and the name, telephone number, physical address, and email address of the entity where records will be maintained.

12.2. Institutions shall permanently maintain their records so that authorized parties may obtain copies thereof. Such records shall include, but not be limited to, information pertaining to the admission of each student and former student and the educational record of each student and former student, as well as financial aid records of each student and former student consistent with State and federal law.

12.3. When an institution decides to cease postsecondary education operations, it must assist students to find alternative means to complete their studies with a minimum of disruption, and inform the Council of the following:

12.3.1. The planned date of termination of postsecondary education operations;

12.3.2. The planned date for the transfer of student records;

12.3.3. The name and address of the organization to receive and hold the student records, if different from the institution itself; and

12.3.4. The designated records custodian at the organization receiving the student records who will provide official copies of records or transcripts upon request.

12.4. Any institution that fails to comply with the requirements of this Section forfeits consideration by the Council of any future application for authorization or reauthorization to operate in this State.

W. Va. Code R. § 135-20-12