Student Records Retention Policy

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 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 will withhold all student information from third parties unless the student requests, in writing, for the information to be released. NATI permits students the opportunity to view his/her educational records upon request. 

NATI 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 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 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.

CategoryType of RecordRetention PeriodResponsible Party*
Academic Progress Records / Registration and AttendanceAcademic Records (including narrative evaluations, placement assessments, etc.)5 yearsAcademics
Academic Progress Records / Registration and AttendanceChange of Course5 years after date submittedAcademics
Academic Progress Records / Registration and AttendanceChange of Grade5 yearsAcademics
Academic Progress Records / Registration and AttendanceClass lists (original grade sheets)5 yearsAcademics
Academic Progress Records / Registration and AttendanceClass Schedules5 years after graduation or date of last attendanceAcademics
Academic Progress Records / Registration and AttendanceCorrespondence with Students5 years after graduation or date of last attendanceAcademics
Academic Progress Records / Registration and AttendanceDisciplinary Action DocumentsMaintain While Pending, Unless Otherwise Noted in DocumentAcademics
Academic Progress Records / Registration and AttendanceEnrollment Agreement3 years after date of graduationAcademics
Academic Progress Records / Registration and AttendanceForeign / International Student Records (e.g., I-20)5 Years after graduation or date of last attendanceDesignated School Official (DSO)
Academic Progress Records / Registration and AttendanceGrade Reports1 year after date distributedAcademics
Academic Progress Records / Registration and AttendanceGraduation Authorizations5 Years after graduation or date of last attendanceAcademics
Academic Progress Records / Registration and AttendanceHonor Code Hearing RecordsIf 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 graduationAcademics
Academic Progress Records / Registration and AttendanceImmigration Records for Students7 years after graduation or last date of attendanceDSO
Academic Progress Records / Registration and AttendanceName Change5 Years after graduation or date of last attendanceAcademics
Academic Progress Records / Registration and AttendancePass/Fail Requests4 years after date submittedAcademics
Academic Progress Records / Registration and AttendancePersonal Data Information Forms1 year after graduation or date of last attendanceAcademics
Academic Progress Records / Registration and AttendanceRegistration Records1 year after date submittedAcademics
Academic Progress Records / Registration and AttendanceStudent Disciplinary RecordsIf 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 DirectorAcademics
Academic Progress Records / Registration and AttendanceTranscript Requests (student)1 year after date submittedAcademics
Academic Progress Records / Registration and AttendanceTuition and Fee Charges5 Years after graduation or date of last attendanceAcademics
Academic Progress Records / Registration and AttendanceWithdrawal Authorizations2 years after graduation or date of last attendanceAcademics
AdmissionsAcceptance letters for students accepted who enroll5 Years after graduation or date of last attendanceCampus Operations
AdmissionsApplication for Admission or Readmission5 Years after graduation or date of last attendanceCampus Operations
AdmissionsApplications for students who are accepted but do not enroll1 yearCampus Operations
AdmissionsPlacement Scores5 Years after graduation or date of last attendanceAcademics
AdmissionsMedical Records Provided by Admitted Applicant5 years after graduation or date of last attendanceCampus Operations
AdmissionsOther Correspondence with Admitted Students5 years after graduation or date of last attendanceAcademics
AdmissionsOther Correspondence with Students Accepted who do not Enroll1 yearCampus Operations
AdmissionsRecruitment MaterialsUntil EnrollmentCampus Operations
AdmissionsTranscripts - High SchoolFor Students who enroll, 5 years after graduation or date of last attendance; For all Other Applicants, one (1) yearCampus Operations
FERPA RecordsRequests and Disclosures of Personally Identifiable InformationPermanentCampus Operations
FERPA RecordsRequests for Formal HearingsPermanentCampus Operations
FERPA RecordsStudent Requests for Nondisclosure of Directory InformationPermanent, unless revoked by studentCampus Operations
FERPA RecordsStudent's Written Consent for Records DisclosurePermanent, unless revoked by studentCampus Operations
FERPA RecordsWaivers for Rights of AccessPermanent, unless revoked by studentCampus Operations
FERPA RecordsWritten Decisions of Hearing PanelsPermanentCampus Operations