Student files tell a story from the moment the student contacts the school to beyond graduation. It is imperative that their files are accurate and current. Many accreditation and state audit findings result from inadequate student files.

Many times a registrar will review a file several times and possibly over look critical details. This generally occurs because it is human nature for us to go on auto pilot when completing repetitive tasks.  Here are some great tips to help ensure you student files contain accurate information.

Tips for Accuracy

• Use a folder with dividers for Admissions, Academics, Extern and Career Services
• Create a Check List-try to envision the entire process and each piece of paper a student will be given or sign from each department.
  • First Review - Once the folder is created, before it is placed in a file, have a second person review the folder’s contents and initial that it has been reviewed and is was intact when received from Admissions.
  • Extern/Intern Review - If the student is enrolled in a program that requires extern/intern this is another opportunity to fully review the file. When you receive extern paperwork review the file again for accuracy and initial.
  • Career Services Review - Once the student completes extern/internship the file should be pulled and reviewed a third time to ensure that all paperwork was intact, again initialed by someone in Career Services to evidence that the file was intact when received from Education.
  • Placement/Employment Review - Employment verification forms are critical to documenting the student’s work history. Once the student has secured employment you will need to verify the employment information. The file should receive a final review with your initials that indicate it is prepared to be archived.

Tips for Success

• Never accept an excuse when it comes to missing documentation. STOP the process and gather the documents.
• Always verify the High School Diploma or GED is valid.
• Ensure that all blanks are filled in on each form, if not STOP and have the form completed and gather the necessary signatures.
• Double check that attendance in your database matches the attendance in the file on report cards, etc.
• Quarterly take inventory of your Active, Drop and Graduation files to ensure that they are intact and accounted for. A general rule of thumb would be the past 2 years but accreditors can go back further if necessary.

Document, Document, Document!

• If you are consulting with a student regarding academic performance or conduct be sure that you document accordingly and have the student sign off that they have been counseled.

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