Our Commitment
At MAI AIM Academy, we recognize that student educational records contain personal and confidential information that must be handled responsibly, securely, and with the highest level of professionalism. Protecting student records is an essential part of maintaining trust within our academic community and supporting a safe learning environment.
MAI AIM Academy is committed to maintaining accurate educational records, protecting student privacy, limiting access to authorized individuals, and managing information in accordance with applicable laws, institutional policies, and recognized best practices for educational privacy.
This policy explains how student educational records are created, maintained, accessed, used, protected, and disclosed by MAI AIM Academy.
Purpose of This Policy
The purpose of this policy is to establish clear standards for the collection, maintenance, use, disclosure, and protection of student educational records. The policy also informs students of their rights regarding the information maintained by the academy while promoting transparency, accountability, and responsible record management.
Educational records are maintained to support admissions, enrollment, academic instruction, student success, graduation, institutional planning, accreditation activities, and administrative operations.
Definition of Student Educational Records
Student educational records include information maintained by MAI AIM Academy that is directly related to an individual student’s educational experience.
Educational records may include admissions applications, enrollment documents, course registrations, academic transcripts, grades, attendance information, examination results, assignments, certificates, progress reports, advising records, student communications, accommodation documentation, disciplinary records, financial information related to enrollment, and other records created or maintained by the academy in connection with educational services.
Educational records may exist in paper, electronic, digital, audio, video, or other formats maintained by the academy.
Information Maintained by the Academy
To provide educational services effectively, MAI AIM Academy maintains records necessary to support the student’s academic experience. These records may include personal identification information, contact information, emergency contacts, enrollment history, academic performance, assessment results, graduation status, payment history, correspondence with academy staff, and participation in student support services.
Only information necessary for legitimate educational, administrative, operational, legal, or accreditation purposes is maintained.
Confidentiality of Student Records
MAI AIM Academy considers student educational records confidential. Access to these records is limited to authorized academy personnel who require the information to perform legitimate educational or administrative responsibilities.
Employees, instructors, administrators, contractors, and service providers who have authorized access to student records are expected to maintain strict confidentiality and use student information only for approved institutional purposes.
Unauthorized access, disclosure, copying, modification, or misuse of student records is strictly prohibited.
Student Rights
Students have the right to understand how their educational information is collected, maintained, and used by MAI AIM Academy.
Subject to applicable laws and institutional procedures, students may request to review certain educational records maintained by the academy. Students may also request corrections if they believe information contained within their educational records is inaccurate, incomplete, or misleading.
Requests for access or correction should be submitted through the MAI AIM Academy Student Support Center using the academy’s established procedures.
The academy may decline requests that conflict with legal requirements, institutional policies, or records that are not subject to student inspection under applicable law.
Access to Educational Records
Educational records are accessible only to individuals with a legitimate educational interest. This generally includes instructors, academic advisors, administrators, student support personnel, technology staff, financial services personnel, or other authorized individuals whose responsibilities require access to student information.
Access is limited to the information necessary to perform assigned duties, and users are expected to protect the confidentiality of all student information at all times.
Access permissions may be reviewed periodically to ensure continued compliance with academy privacy standards.
Disclosure of Student Information
MAI AIM Academy does not disclose confidential student educational records to unauthorized individuals or organizations without appropriate authorization unless disclosure is permitted or required by applicable law.
Information may be disclosed when necessary to provide educational services, process enrollment, verify academic achievements, support accreditation activities, comply with legal obligations, respond to lawful government requests, protect the safety of students or others, or maintain the security of academy operations.
When possible and appropriate, disclosures are limited to the minimum amount of information necessary to accomplish the intended purpose.
Student Consent
Whenever appropriate, MAI AIM Academy seeks student authorization before releasing educational information to third parties.
Students may provide written consent authorizing the academy to release specific educational information to designated individuals or organizations. The consent should clearly identify the information to be released, the recipient, and the purpose of the disclosure.
Students may withdraw previously granted consent according to academy procedures, although withdrawal generally does not affect disclosures already made in reliance upon the original authorization.
Record Accuracy
MAI AIM Academy strives to maintain accurate, complete, and current educational records. Students share responsibility for ensuring that personal information such as mailing addresses, telephone numbers, email addresses, emergency contacts, and other identifying information remain current throughout enrollment.
Students should promptly notify the academy whenever personal information changes to ensure accurate communication and recordkeeping.
Record Retention
Educational records are retained for periods determined by institutional policy, legal requirements, accreditation standards, administrative needs, and sound record management practices.
Some records, such as official transcripts, graduation information, and certificate verification records, may be maintained permanently. Other administrative records may be securely archived or destroyed after the applicable retention period has expired.
When records are no longer required, they are disposed of using secure methods designed to protect confidential information.
Data Security
MAI AIM Academy implements reasonable administrative, technical, and organizational safeguards to protect student educational records from unauthorized access, alteration, disclosure, loss, theft, or misuse.
Security measures may include password-protected systems, role-based access controls, secure data storage, system monitoring, encryption where appropriate, routine backups, and other information security practices.
Although no information system can guarantee absolute security, the academy continually works to strengthen the protection of student records through ongoing improvements to its technology and administrative procedures.
Third-Party Service Providers
MAI AIM Academy may use trusted third-party providers to support educational delivery, learning management systems, student information systems, cloud storage, payment processing, communication platforms, and other operational services.
When third-party providers process student information on behalf of the academy, they are expected to maintain appropriate privacy, confidentiality, and security protections consistent with applicable contractual obligations and institutional standards.
The academy carefully evaluates service providers to help ensure responsible handling of student information.
Student Responsibilities
Students play an important role in protecting the confidentiality of their own educational information. Students are responsible for safeguarding account credentials, using secure devices when accessing academy systems, maintaining accurate personal information, and reporting suspected unauthorized access to academy accounts or records.
Students should avoid sharing usernames, passwords, or confidential educational information with unauthorized individuals.
Requests and Questions
Students who wish to review educational records, request corrections, authorize disclosures, update personal information, or ask questions regarding student privacy should contact the MAI AIM Academy Student Support Center.
Requests will be reviewed promptly in accordance with academy procedures and applicable legal requirements.
Policy Updates
MAI AIM Academy may revise this Student Records and Educational Records Privacy Policy periodically to reflect changes in institutional practices, educational services, technology, accreditation standards, legal requirements, or operational procedures.
Updated versions of this policy become effective upon publication through official academy communication channels. Students are encouraged to review this policy periodically to remain informed about the management of their educational records.
Contact Information
Questions regarding student educational records, privacy, confidentiality, access requests, record corrections, or disclosure procedures may be directed to the MAI AIM Academy Student Support Center through the official contact information provided on the academy website. Our staff is committed to responding professionally and, whenever possible, within two business days.
Our Commitment
MAI AIM Academy believes that protecting student educational records is fundamental to maintaining trust, integrity, and academic excellence. We are committed to managing educational information responsibly, safeguarding student privacy, and continuously improving our record management practices. Through responsible stewardship of educational records, we support an environment where students can pursue their educational goals with confidence, knowing that their personal and academic information is handled with care, professionalism, and respect.