Record Keeping Policy

POLY keeps an electronic record of the student’s personal information and transcript for up to five years from the session the student first registered with the school. POLY keeps photocopies of student information (passport visa page, photo ID page, and Form I-94, financial certification, enrollment agreement, and Form I-20) for up to two years from the last date of the student’s attendance at the POLY Center. POLY keeps hard copies of student rosters and exams (midterms and finals) for a year from the last date of the session.

The student’s electronic or hardcopy data is accessible only to authorized school personnel unless the student requests in writing for the release of his/her information to a person or an entity. The student has the right to access his/her data through MyPOLY (Student Web-based Information System) with his/her user identification and password provided by the school.

The student has the right to challenge in writing the student’s grade and/or attendance records that are less than 30 days old. The age of the record will be determined based on the date such a challenge letter was received by the administration office. The student’s grade and/or attendance record - 10 or fewer days old will be investigated relying on your instructor’s recollection and the hardcopies kept. Any disputed record more than 10 days old but less than 30 days old will rely solely on the hardcopies kept by the school. POLY endeavors to be 100% accurate, in terms of recordkeeping. However, we recommend our students to review their records on a weekly basis through MyPOLY to ensure accuracy of their record.