(a) A registered school shall maintain a permanent record for each student for 50 years from the last date of the student's attendance. A registered school offering distance instruction to a student located in Minnesota shall maintain a permanent record for each Minnesota student for 50 years from the last date of the student's attendance. Records include a student's academic transcript, documents, and files containing student data about academic credits earned, courses completed, grades awarded, degrees awarded, and periods of attendance.
(b) A registered school shall maintain records required for professional licensure in Minnesota that are not included in paragraph (a) for ten years from the last date of the student's attendance or the number of years required by an institutional or programmatic accreditor, whichever is greater.
(c) To preserve permanent records, a school shall submit a plan that meets the following requirements:
(1) at least one copy of the records must be held in a secure, fireproof depository or duplicate records must be maintained off site in a secure location and in a manner approved by the office;
(2) an appropriate official must be designated to provide a student with copies of records or a transcript upon request;
(3) an alternative method approved by the office of complying with clauses (1) and (2) must be established if the school ceases to exist; and
(4) if the school has no binding agreement approved by the office for preserving student records, a continuous surety bond or an irrevocable letter of credit issued by a financial institution must be filed with the office in an amount not to exceed $20,000. The bond or irrevocable letter of credit shall run to the state of Minnesota. In the event of a school closure, the surety bond or irrevocable letter of credit must be used by the office to retrieve, recover, maintain, digitize, and destroy academic records.
1975 c 201 s 8; 1975 c 271 s 6; 1995 c 212 art 3 s 59; 2007 c 144 art 3 s 13; 2017 c 89 art 3 s 13; 1Sp2021 c 2 art 2 s 29
Structure Minnesota Statutes
Chapters 135A - 137 — Postsecondary Education
Chapter 136A — Higher Education
Section 136A.002 — Definitions.
Section 136A.01 — Office Of Higher Education.
Section 136A.03 — Executive Officers; Employees.
Section 136A.031 — Student Advisory Council.
Section 136A.0411 — Collecting Fees.
Section 136A.0412 — Acceptance Of Private Funds; Appropriation.
Section 136A.05 — Cooperation Of Institutions Of Higher Education.
Section 136A.051 — Student Records And Data.
Section 136A.055 — Developmental Education Reporting.
Section 136A.057 — Student Transfer Reporting.
Section 136A.06 — Federal Funds.
Section 136A.091 — Summer Academic Enrichment Program.
Section 136A.095 — Grants-in-aid; Purpose.
Section 136A.096 — Financial Aid Goals.
Section 136A.101 — Definitions.
Section 136A.103 — Institution Eligibility Requirements.
Section 136A.1201 — Minnesota Promise.
Section 136A.121 — State Grant Program.
Section 136A.1215 — Grants For Students With Intellectual And Developmental Disabilities.
Section 136A.123 — Mn Reconnect Program.
Section 136A.1241 — Fostering Independence Higher Education Grants.
Section 136A.125 — Child Care Grants.
Section 136A.126 — Indian Scholarships.
Section 136A.1274 — Underrepresented Student Teacher Grants.
Section 136A.1275 — Student Teacher Grants In Shortage Areas.
Section 136A.1276 — Alternative Teacher Preparation Grant Program.
Section 136A.131 — Accounting And Records.
Section 136A.1311 — Cash Flow.
Section 136A.1312 — Financial Aid Administrator, Professional Judgment.
Section 136A.1313 — Financial Aid Audits.
Section 136A.15 — Definitions.
Section 136A.155 — Additional Institution Eligibility Requirements.
Section 136A.16 — Powers And Duties Of Office.
Section 136A.162 — Classification Of Data.
Section 136A.1701 — Supplemental And Additional Loans.
Section 136A.1702 — Legislative Oversight.
Section 136A.1704 — Student Loan Refinancing.
Section 136A.171 — Revenue Bonds; Issuance; Proceeds.
Section 136A.172 — Negotiable Notes; Issuance; Conditions.
Section 136A.173 — Negotiability; Bond Anticipation Notes; Payment; Conditions.
Section 136A.174 — Security For Bonds.
Section 136A.175 — Refunding Revenue Bonds; Proceeds; Investments.
Section 136A.176 — Bonds Not State Obligations.
Section 136A.177 — Rights Of Bondholders.
Section 136A.178 — Legal Investments; Authorized Securities.
Section 136A.1785 — Loan Capital Fund.
Section 136A.1787 — Self Loan Revenue Bonds Annual Certificate Of Need.
Section 136A.1788 — Student Loan Debt Counseling.
Section 136A.1789 — Aviation Degree Loan Forgiveness Program.
Section 136A.1791 — Teacher Shortage Loan Repayment Program.
Section 136A.1792 — Promotion Of Federal Public Service Loan Forgiveness Programs.
Section 136A.1793 — Promotion Of Teacher Loan Forgiveness Programs.
Section 136A.1794 — Agricultural Education Loan Forgiveness Program.
Section 136A.1795 — Large Animal Veterinarian Loan Forgiveness Program.
Section 136A.1796 — Tribal College Supplemental Grant Assistance.
Section 136A.18 — Legislative Finding, Declaration, And Directive.
Section 136A.23 — Trustees Of Incorporated Colleges May Prescribe Course Of Study; Annual Report.
Section 136A.231 — Education; Postsecondary Students; Work-study Programs.
Section 136A.232 — Administration; Agreements With Educational Facilities.
Section 136A.233 — Work-study Grants.
Section 136A.246 — Dual Training Competency Grants.
Section 136A.26 — Memberships; Officers; Compensation; Removal.
Section 136A.28 — Definitions.
Section 136A.29 — Powers; Duties.
Section 136A.30 — Source Of Payment Of Expenses.
Section 136A.31 — Notes Of The Authority.
Section 136A.32 — Bonds Of The Authority.
Section 136A.33 — Trust Agreement.
Section 136A.34 — Revenue Refunding Bonds.
Section 136A.35 — Bonds Are Not State Obligation.
Section 136A.37 — Remedies Of Bondholders And Trustees.
Section 136A.38 — Bonds Eligible For Investment.
Section 136A.39 — Exemption From Taxes And Other Restrictions.
Section 136A.40 — Administration.
Section 136A.41 — Conflict Of Interest.
Section 136A.42 — Annual Report.
Section 136A.62 — Definitions.
Section 136A.63 — Registration.
Section 136A.64 — Information Required For Registration.
Section 136A.645 — School Closure.
Section 136A.646 — Additional Security.
Section 136A.65 — Approval Of Degrees And Name.
Section 136A.653 — Exemptions.
Section 136A.657 — Exemption; Religious Schools.
Section 136A.658 — Exemption; State Authorization Reciprocity Agreement Schools.
Section 136A.66 — List Of Registered Institutions.
Section 136A.67 — Registration Representations.
Section 136A.672 — Student Complaints.
Section 136A.675 — Risk Analysis.
Section 136A.685 — Private Institutions; Adjudication Of Fraud Or Misrepresentation.
Section 136A.821 — Definitions.
Section 136A.8225 — School Closure.
Section 136A.823 — License Renewal.
Section 136A.825 — Permits For Solicitors.
Section 136A.826 — Information To Students.
Section 136A.828 — Prohibitions.
Section 136A.829 — Revocation Of License Or Permit.
Section 136A.8295 — Student Complaints.
Section 136A.831 — Injunction.
Section 136A.833 — Exemptions.
Section 136A.834 — Exemption; Religious Schools.
Section 136A.861 — Intervention For College Attendance Program Grants.
Section 136A.87 — Planning Information For Postsecondary Education.
Section 136A.901 — Spinal Cord Injury And Traumatic Brain Injury Research Grant Program.
Section 136A.902 — Spinal Cord And Traumatic Brain Injury Advisory Council.