Follow us on
Ma. Mary, Nikagasmagu    |    +960 3300064

POLICY ON STUDENT RECORDS

 

Purpose:

This policy aims to establish and provide a safe environment regarding the students’ records with the college. This Policy also establishes the guidelines related to the issuance of any student-related records and the procedure to be followed with respect to compliance with related laws and regulations. The College strictly follows the privacy clause under which any student-related information is not shared with any third party including the parents and siblings except with the regulatory bodies for compliance purposes.

Policy Statement:

This policy specifies the important conditions and procedures that are to be observed by the college in the safekeeping of the student’s records and the issuance of those records.

Custodian:

In accordance with the Policy, the Office of the Registrar is chosen as a safe-keeper and upholder of the student records.

Education Records include:

For this policy, records refer to the records maintained and kept by the college for admission, regulatory and compliance purposes. It includes any:

  1. Records directly related to the student and kept by the college in order to comply with regulatory requirements.
  2. Records directly related to the student which are submitted and maintained in accordance with the college admissions requirements.
  3. Records directly related to the student’s progress and results related to the course studied.
  4. Records directly related to the students issued by the college related to the course and the grades.
  5. Transcript or statement of results issued to the student related to their studies.
  6. Formal letters issued by the college related to their course.

For this policy, the records are being categorized and maintained in two categories:

  1. Personal Records: These records consist of information of a personal nature which are stored and kept by the college as a part of student enrollment with the college. These records include information like Name, Date of Birth, ID card number, family details, employment details, income details, mobile numbers, email IDs and addresses.
  2. Educational Records: These records consist of information related to the student’s studies either done with the college or submitted to the college as a part of their application which they have done with other institutions, colleges, or universities. Also, includes the records of the student’s progress in the course they are doing with the college or have done in the past.

 

Storage of the Student Records:

All the student’s records are safely and securely kept on the college servers internally as well as on the dedicated cloud servers and are regularly updated and monitored for safety and security purposes. All the records related to a student are maintained in the dedicated student centre my.businessschool.mv which are only accessible to the college and student-related information is available to the student.

Figure 1: Student Personal Information Page
Figure 2: Student Personal Records
Figure 3: Student Results Record

Access to the Records:

All the records related to the student’s personal & educational information are only accessible to college-authorized personnel. Accessing the records without authorization or disseminating the records without prior permission by any personnel will be dealt with by the server punishment which may go to termination of employment with the college.

Duration of Records:

The college keeps records of a student for a minimum duration of 5 years as per the regulatory requirements.

Releasing the Student Records:

  1. Student records are shared with the regulatory bodies solely for compliance purposes.
  2. Student records are only shared with the student as and when requested.
  3. Certificates and Transcripts are only issued to the student after conducting the due diligence.
  4. Certificates and Transcripts can be issued to third parties only after getting the no-objection letter from the student along with the identity of the person who will be receiving it on behalf of the student.
  5. No faculty/staff members are allowed to release any student-related information or records beyond their official capacities and official obligations no matter from whom the request has been received.
  6. Any records directly related to the student’s results or progress aren’t shared or disclosed to other students studying in the same course.

Procedure for Releasing Student Records and Transcripts:

WE HAVE A WELL-DEFINED PROCEDURE ON RELEASING STUDENT RECORDS AND TRANSCRIPT AS FOLLOWS:

  • Student records transcripts are released to the government according to the regulations by the government or as requested.
  • Request for Student Records and Transcripts:
  1. Student requests to release records and transcripts through emails and tickets. (email request from the student)
  2. No Objection Letter or email is sent by the student to the Registrar’s office if a third party is collecting student records and transcripts. (email request from the student)
  • Verification of Identity:
  1. Students email their National ID card copy. (email request from the student)
  2. Students email the third party’s National ID card copy if a third party is collecting student records and transcripts. (email request from the student)
  3. National ID card copy is verified in physical before releasing student records and transcripts. (email request from the student)
  • Processing Requests:
  1. Student Relations Officer (SRO) receives the request, verifies that there are no due payments of the student, lodges a request with the Registrar’s office to authorize the release of the student records or transcripts. (My Business School Portal Screenshots, email request from the student)
  2. The Registrar’s office processes the requests, verifies the accuracy of the documents, and authorizes the Student Relations Officer to release the requested student records or transcripts. (My Business School Portal Screenshots, Certificate and Transcript print logbook)
  • Release of Records and Transcripts:
  1. After authorization has been received from the Registrar’s office, SRO completes the record keeping and releases the requested student records or transcripts. (Document Handover Logbook)
  • Record Keeping:
  1. SRO enters the documents including document serial number, recipient name, date issued and ID card number, SRO’s signature in the document handover logbook. (Document Handover Logbook)
  2. SRO gets the recipient of the documents to sign in the document handover logbook. (Document Handover Logbook)
Close
Search

Hit enter to search or ESC to close