Student official transcript of academic records will not be released without written consent from the student. All student academic records (admission application, acceptance letter, and financial transactions) are kept for five years, except for transcripts (which are kept indefinitely). A transcript will be kept indicating student accomplishments in terms of clock hours. Transcripts are kept in digital format indefinitely. Students interested in receiving transcripts should refer to the Official Transcripts Request on the Website: Students Services > Student Resources > Official Transcripts Request. Transcripts can not be issued for students with prior outstanding balances on their accounts.
North America Technical Institute ESL maintains student records during and after a student’s enrollment and abides by all components of the Family Educational Rights and Privacy Act (FERPA) (Public Law 93-380 which is Section 438 of the General Education Provision Act).
All records are maintained in accordance with the Family Educational Rights and Privacy Act of 1974. NATI ESL will withhold all student information from third parties unless the student requests, in writing, for the information to be released. NATI ESL permits students the opportunity to view his/her educational records upon request.
NATI ESL does not permit access to or release of confidential information to any individual or agency without the written consent of the student, except for the following reasons:
- Records required by NATI ESL officials in the proper performance of their duties
- Organizations conducting studies for educational and governmental agencies
- U.S. government agencies as listed in Public Law 93-380
- Accrediting agencies
- Parents of dependent children as defined in the Internal Revenue Code of 1954
- Appropriate persons in connection with an emergency listed as emergency contacts
- Other educational institutions upon request of transcripts for students seeking enrollment in that institution
- In connection with the award of federal student aid
- In response to legal court orders
Name; address; telephone number; date and place of birth; program undertaken; dates of attendance; and certificates awarded may be provided to third parties unless the request to omit such information is presented in writing. By agreeing to enroll at NATI ESL students agree to give the Institute permission to use the student’s name, photographic likeness, or written/spoken words in any format, for any lawful purpose.
| Category | Type of Record | Retention Period | Responsible Party* |
|---|---|---|---|
| Academic Progress Records / Registration and Attendance | Academic Records (including narrative evaluations, placement assessments, etc.) | 5 years | Academics |
| Academic Progress Records / Registration and Attendance | Change of Course | 5 years after date submitted | Academics |
| Academic Progress Records / Registration and Attendance | Change of Grade | 5 years | Academics |
| Academic Progress Records / Registration and Attendance | Class lists (original grade sheets) | 5 years | Academics |
| Academic Progress Records / Registration and Attendance | Class Schedules | 5 years after graduation or date of last attendance | Academics |
| Academic Progress Records / Registration and Attendance | Correspondence with Students | 5 years after graduation or date of last attendance | Academics |
| Academic Progress Records / Registration and Attendance | Disciplinary Action Documents | Maintain While Pending, Unless Otherwise Noted in Document | Academics |
| Academic Progress Records / Registration and Attendance | Enrollment Agreement | 3 years after date of graduation | Academics |
| Academic Progress Records / Registration and Attendance | Foreign / International Student Records (e.g., I-20) | 5 Years after graduation or date of last attendance | Designated School Official (DSO) |
| Academic Progress Records / Registration and Attendance | Grade Reports | 1 year after date distributed | Academics |
| Academic Progress Records / Registration and Attendance | Graduation Authorizations | 5 Years after graduation or date of last attendance | Academics |
| Academic Progress Records / Registration and Attendance | Honor Code Hearing Records | If student found not guilty, record destroyed after hearing; if student suspended, 4 years after graduation; if student expelled, permanent retention; all other sanctions, 2 years after graduation | Academics |
| Academic Progress Records / Registration and Attendance | Immigration Records for Students | 7 years after graduation or last date of attendance | DSO |
| Academic Progress Records / Registration and Attendance | Name Change | 5 Years after graduation or date of last attendance | Academics |
| Academic Progress Records / Registration and Attendance | Pass/Fail Requests | 4 years after date submitted | Academics |
| Academic Progress Records / Registration and Attendance | Personal Data Information Forms | 1 year after graduation or date of last attendance | Academics |
| Academic Progress Records / Registration and Attendance | Registration Records | 1 year after date submitted | Academics |
| Academic Progress Records / Registration and Attendance | Student Disciplinary Records | If on conduct probation at time of graduation, for 1 year following graduation; for all other sanctions upon graduation; for serious violations, records maintained for period of time determined by Executive Director | Academics |
| Academic Progress Records / Registration and Attendance | Transcript Requests (student) | 1 year after date submitted | Academics |
| Academic Progress Records / Registration and Attendance | Tuition and Fee Charges | 5 Years after graduation or date of last attendance | Academics |
| Academic Progress Records / Registration and Attendance | Withdrawal Authorizations | 2 years after graduation or date of last attendance | Academics |
| Admissions | Acceptance letters for students accepted who enroll | 5 Years after graduation or date of last attendance | Campus Operations |
| Admissions | Application for Admission or Readmission | 5 Years after graduation or date of last attendance | Campus Operations |
| Admissions | Applications for students who are accepted but do not enroll | 1 year | Campus Operations |
| Admissions | Placement Scores | 5 Years after graduation or date of last attendance | Academics |
| Admissions | Medical Records Provided by Admitted Applicant | 5 years after graduation or date of last attendance | Campus Operations |
| Admissions | Other Correspondence with Admitted Students | 5 years after graduation or date of last attendance | Academics |
| Admissions | Other Correspondence with Students Accepted who do not Enroll | 1 year | Campus Operations |
| Admissions | Recruitment Materials | Until Enrollment | Campus Operations |
| Admissions | Transcripts - High School | For Students who enroll, 5 years after graduation or date of last attendance; For all Other Applicants, one (1) year | Campus Operations |
| FERPA Records | Requests and Disclosures of Personally Identifiable Information | Permanent | Campus Operations |
| FERPA Records | Requests for Formal Hearings | Permanent | Campus Operations |
| FERPA Records | Student Requests for Nondisclosure of Directory Information | Permanent, unless revoked by student | Campus Operations |
| FERPA Records | Student's Written Consent for Records Disclosure | Permanent, unless revoked by student | Campus Operations |
| FERPA Records | Waivers for Rights of Access | Permanent, unless revoked by student | Campus Operations |
| FERPA Records | Written Decisions of Hearing Panels | Permanent | Campus Operations |