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Policy & Procedure
Policy Title :
Student Records Policy
Policy Number :
II-B.10
Responsible Party :
Academic Affairs
Effective Date :
10/05/2016
Revised Date :
_______________________

Purpose

This policy ensures the integrity and consistency of all records. It clarifies the type of records and defines the various responsibilities with regards to the authenticity and integrity of the student records.

Statement :
  1. Student Responsibility

    Students are responsible for their behavior, academic or otherwise at PMU. The university expects the students to behave as mature members of the academic community and adhere to the highest standards of personal and academic integrity.
    Students are responsible to keep their own records of all transactions with the university.
    It is also recommended that students keep copies of all materials submitted in fulfillment of course work.
  2. Permanent Record

    A permanent record, reflecting academic achievement, is maintained in the Office of the Registrar for each student who registers at the university.
    The record is maintained through a university identification number that will not change throughout the student career at the university. Even in case of re-admission, the original identification number will not be replaced and will only be reactivated to show a complete history for the student at all times.
  3. Students’ Privacy Rights

    Students have the right to:
    1. Inspect and review information contained in their educational records. The university is not required to provide (or allow the making of) copies of these documents.
    2. Request changes or updates to their personal data.
    3. Consent to disclosure, within the extent of KSA laws, personally identifiable information from education records.
    4. Consent in writing to disclosure of academic performance and attendance reports to parents/guardian in case of good academic standing.
    5. Be informed in writing of reports communicated to parents/guardian regarding academic performance and attendance status in cases of poor academic standing (Probation 2 and dismissals).
    6. In all cases, the university will require strict identification measures in person (Saudi ID, family card, passport, etc.) from the party requesting personal and/or academic related information about a student before releasing.
    7. Be consulted when a third party is completing any transactions on his/her behalf such as withdrawal, complete withdrawal, leave of absence, etc…)
  4. Documentation

    All transcripts and other documents from other institutions become the property of PMU and, as such, are under the control of the Office of the Registrar. The university is not required to provide (or allow the making of) copies of these documents. Transcripts submitted to PMU for admission or credit transfer become the property of PMU and cannot be returned to the student or forwarded to other institutions
  5. Transcripts

    Students may obtain transcripts of their academic records from the Office of the Registrar. Transcripts will only be released with a signed request from the student concerned. The university will issue only complete transcripts, not parts of the student record. The university will not make copies of transcripts on file from other colleges or universities.
    Original transcripts of academic records will be produced at a fee determined by PMU. They are issued only in English.
  6. Names on Diplomas and Degrees

    The names of PMU students on diplomas and degrees will be spelled in English and in Arabic exactly as they appear on the student’s passport or identity card, i.e. the student’s legal name.
  7. Holds on Student Accounts

    Student records may be put on hold for various reasons:
    1. Financial Hold: failure to meet financial obligations. This type of hold shall prevent students from registering, viewing grades and receiving academic status notifications
    2. Financial Aid Hold: failure to abide by scholarship requirements. Financial Aid hold is administered and monitored by the Director of Financial Aid.
    3. Disciplinary Hold: in particular cases of misconduct. Disciplinary hold is administered and monitored with approval from the Director of Student Affairs or his designee.
    4. Medical Hold: failure to produce medical reports required by the university or proof of immunization in particular cases. Medical hold is administered and monitored by the Director of Healthcare and Counseling.
    5. Admissions Hold: incomplete official documents upon admissions with a grace period given by the Admissions Office. Admission hold is administered and monitored by the Director of Enrolment.