Retaining occupational school student records

Learn about the rules for retaining student records at occupational schools in Massachusetts.

How long do schools need to retain student records?

Student records must be retained in accordance with a schedule set by M.G.L. c. 112, § 263. The schedule begins immediately after the student’s graduation or separation from the school.

At least 1 year

• Exam and evaluation results

At least 7 years

• Attendance records, including any leaves of absence and the status of the leave, dates of completion (anticipated and actual), and the date the student received a diploma or certificate 
• A signed enrollment contract, as well as any addendums, extensions, or amendments 
• Records to support any effective dates of termination of an enrollment contract used in a payment/refund calculation under 15.04(5) or (6); 
• A written progress report provided to the student during the program or course (for courses with durations of 30 hours or more, a progress report must be provided by the time 50 percent of the course has been completed) 
• Externship records 
• Copies of student complaints 
• School disciplinary reports 
• Student loan documents, including disclosure forms and disbursement schedules 

At least 60 years

• Documents of payments made by or on behalf of students including date of payment 
• Official grades (signed and authorized by school representative) 
• Certificate of Completion (signed and authorized by school representative) 
• Transcript (signed and authorized by school representative) 

How may schools retain student records?

Schools that want to store these records only in an electronic format should contact the Division to discuss requirements and best practices. Schools that want to store records electronically must submit an Electronic Waiver Request Form for approval.