AFU has an adequately staffed registration office who:
Ensure that students are properly registered.
Ensure the accuracy and authenticity of certificates and transcripts.
Governs the collection, maintenance, storage, and disposal of all official and original student records, including provision of secure fireproof/catastrophic event storage.
Ensure that critical student records, such as transcripts and degree completion authentications, are securely stored with defined access rights, either in soft or hard copy, and are accessible for a period of not less than fifty (50) years.
AFU has off-site continuous electronic backup for all electronic student records.
AFU has policies concerning what constitutes the permanent student record, who may manage and update records, who has access to them, how long they are to be retained, and what may be disposed.
AFU has a policy concerning the release of information to the public that respects the rights of individual privacy, the confidentiality of records, and serves the best interests of students and the institution.
AFU has policies and procedures for degree audits and for approving and changing student grades and other student academic records, with proper notification of any changes made.
AFU ensures that all records of student course work and grade changes are maintained in the student record.
Students’ Records
AFU takes all necessary and reasonable steps to protect students’ rights to privacy and confidentiality with regards to their academic records and data which are held either electronically or in a manual filing system. The University reserves the right to use information contained in academic records for educational, regulatory compliance, or in responses to competent authorities’ requests or requirements and/or other legitimate purposes.
Any breach of the academic records policy may result in the University, as the registered Records and Data Controller, being liable in law for the consequences of the breach. This liability may extend to the individual processing the information and his/her Head of Department under certain circumstances.
AFU adopts the following principals in processing student’s academic records:
Student’s records shall be processed fairly and lawfully.
Student’s records shall be held only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose.
Student’s records shall be adequate, relevant, and not excessive in relation to the purpose for which it is processed.
Student’s records shall be accurate and where necessary kept up to date.
Appropriate technical and organizational measures shall be taken against unauthorized or unlawful processing of student’s records and against accidental loss or destruction of their data.
Student’s records shall not be transferred to any third party unless pursuant to applicable regulation and that party commit and ensures an adequate level of protection for the student’s data.
Students’ pictures in any form will not be used for media publications or other purposes without prior written authorization from the student.
No official transcript will be issued to the student/authorized delegate except after submitting a “Transcript Request” and ensuring that any financial due is met.
Deans of Colleges and managers of administrative and support services have a responsibility to ensure compliance with the Policy each in his/her unit, and to develop and encourage good information handling practices, within their areas of responsibility.
When Students academic records are transferred internally the recipient must only process the data in a manner consistent with the University's Notification and the original purpose for which the data was collected.
