Required Student Training Records
1. Enrollment Records
These establish that the student legally enrolled in the program.
Include:
Student application
Enrollment agreement
Signed school policies acknowledgment
Tuition/payment agreement
Identification verification
Program start and end dates
Course schedule
Admission requirements verification
Retention:
Often 3–7 years minimum
Some states require permanent enrollment records
2. Attendance Records
Many states and accrediting bodies require documented attendance.
Include:
Daily attendance logs
Login/activity reports for online training
Instructor verification
Absence/tardy records
Makeup work documentation
For online schools:
LMS login history
Assignment submissions
Participation tracking
Time-in-course data
Retention:
Usually 3–5 years
3. Academic Records
These document student performance and completion.
Include:
Grades
Exams
Assessments
Lab/project evaluations
Progress reports
Certification exam attempts/results
Completion status
Transcripts
Retention:
Transcripts/completions are often permanent
Supporting academic work may be 3–5 years
4. Financial Records
Critical if students self-pay, use payment plans, grants, or workforce funding.
Include:
Tuition invoices
Payment receipts
Refund calculations
Financial aid records
Scholarship documentation
Collection records
Retention:
Typically 5–7 years
IRS-related financial records often 7 years
5. Compliance & Consumer Protection Records
Include:
Student complaint logs
Grievance resolutions
Ability-to-Benefit assessments
Pre-course assessments
Accommodation requests
Satisfactory Academic Progress (SAP)
Withdrawal/termination documentation
Catalog/handbook acknowledgments
Retention:
Usually 3–7 years
Information Required in a Student Record
| Category | Required Information |
|---|---|
| Student Identity | Full legal name, contact info, DOB |
| Enrollment | Program name, dates, signed agreements |
| Attendance | Hours attended, participation |
| Academic | Grades, competencies, certifications |
| Financial | Tuition charges, payments, refunds |
| Completion | Graduation/completion documentation |
| Administrative | Advising notes, disciplinary actions |
| Compliance | ATB, complaints, accommodations |