Each institution must coordinate its administrative functions to best serve its educational mission. All staff should be well trained to carry out administrative functions. Detailed record-keeping enhances the management of the institution.

Management. Each institution shall have a chief executive officer (or equivalent). Moreover, each institution also shall have a qualified on-site administrator at the main campus and at all branches. This person must be made known to MEMAAC and shall be responsible for the implementation of the stated mission as determined by the institution’s governing body. The staff shall continuously evaluate the programs of study, student activity program, guidance services, financial aid services, instructional procedures and resources, and other aspects of the educational program of the institution. The chief executive officer (or equivalent) shall seek to improve the educational program as a result of such evaluation. A current copy of the Accreditation Criteria shall be maintained by each main and branch location and shall be available to faculty and staff.

Evidence of Degrees. Institutions listing degrees of staff members in the catalog shall have on file appropriate evidence of the degrees. Copies of either transcripts or diplomas are acceptable.

Records. Careful recordkeeping is crucial to the smooth day-to-day operation of an institution. The data from these records are important to the institution for future planning, to students for informational purposes, and to evaluation teams during school visits. All such records should be maintained at each institutional site or shall be available at each site during evaluation visits. The Council expects at least the following:

·         Adequate records shall be kept by each institution relative to administrative operations. These include

  1. financial aid activities
  2. admissions
  3. curriculum
  4. accreditation and licensure
  5. student guidance
  6. instructional resources
  7. supplies and equipment
  8. faculty and staff
  9. student activities

Such records could include such data as admissions rate (acceptances versus rejections), completion rate of those enrolled, general placement rate, or specific career placement rate.

For students tested and enrolled based on a test’s validity to predict aptitude, the test score should predict successful completion of the program. Institutions must develop longitudinal data comparing the test cut-off score(s) utilized for acceptance with the eventual success of students.

An institution admitting a high percentage of applicants based on testing and losing a comparably high percentage of those students before completion (even allowing for factors other than ability) may not be using the appropriate test to measure aptitude, or the cut-off score for admission is too low, or both. In this case an institution must reevaluate the test they are using.

A permanent academic record (transcript) of the student’s progress shall be maintained. Compatible with the institution’s mission, the transcript shall indicate student accomplishment in terms of clock hours, units of credit, or some other recognized system. The grading system used shall be fully explained on the transcript and must be consistent with that appearing in the institutional catalog.

All basic records and reports pertaining to students shall be safely protected. Acceptable methods of protecting records from theft, fire, water damage, or other possible loss include appropriately fire-rated file cabinets (that can be and are locked when not being used); a central location such as a vault, the entirety of which is protected; and microfilmed records, computer disk, backup tape, printout records, or other hard copies of records protectively stored off the premises.

Certain basic records shall be maintained by the institution for a specified period of time. Transcripts should be kept indefinitely, and admissions data and other records should be kept for at least five years from the last day of attendance. Financial aid records shall be maintained according to the guidelines established by the funding source.


Each institution should strive to ensure that its relations with students always reflect the highest ethical standards and conform to all applicable laws and regulations. Each institution also is required to develop a program of student services that is consistent with its stated mission, including services provided for students attending branch campuses and learning sites. Such services should support the educational program and reflect the institution’s concern for the welfare of the student.