Recordkeeping - Private Postsecondary Institutions - CA Education

Section § 94900

This section requires educational institutions to keep detailed records of student information. They must maintain a record of the name, address, email, and phone number for each enrolled student.

Additionally, for students who earn a degree or certificate, the institution must keep a permanent record of what was awarded, along with the date, the courses and units that resulted in the degree or certificate, and the grades the student received in each course.

(a) An institution shall maintain records of the name, address, e-mail address, and telephone number of each student who is enrolled in an educational program in that institution.

(b) An institution shall maintain, for each student granted a degree or certificate by that institution, permanent records of all of the following:

(1) The degree or certificate granted and the date on which that degree or certificate was granted.

(2) The courses and units on which the certificate or degree was based.

(3) The grades earned by the student in each of those courses.

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(Added by Stats. 2009, Ch. 310, Sec. 6. (AB 48) Effective January 1, 2010. Repealed as of January 1, 2027, pursuant to Section 94950.)

Section § 94900.5

This law requires educational institutions to keep detailed records for at least five years at their main office in California. These records must include information about the educational programs and curricula offered, along with the names, addresses, and qualifications of the faculty members. Additionally, institutions must maintain any other records mandated by the relevant legal chapter, including those specified in Article 16.

An institution shall maintain, for a period of not less than five years, at its principal place of business in this state, complete and accurate records of all of the following information:

(a) The educational programs offered by the institution and the curriculum for each.

(b) The names and addresses of the members of the institution’s faculty and records of the educational qualifications of each member of the faculty.

(c) Any other records required to be maintained by this chapter, including, but not limited to, records maintained pursuant to Article 16 (commencing with Section 94928).

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(Added by Stats. 2009, Ch. 310, Sec. 6. (AB 48) Effective January 1, 2010. Repealed as of January 1, 2027, pursuant to Section 94950.)

Section § 94900.7

This law section states that accredited institutions don't need to follow the state's recordkeeping rules if their accrediting body's requirements are very similar. The bureau will decide if the requirements are similar enough.

The recordkeeping requirements of this article shall not apply to an institution that is accredited, if the recordkeeping requirements of the accrediting organization are substantially similar to the recordkeeping requirements of this article, as determined by the bureau.

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(Added by Stats. 2009, Ch. 310, Sec. 6. (AB 48) Effective January 1, 2010. Repealed as of January 1, 2027, pursuant to Section 94950.)