Privacy & Student Records Policy

Purpose:

The Privacy & Student Records Policy ensures that all student information is collected, stored, and protected in a secure and confidential manner. This policy complies with Washington State private vocational school regulations and reflects FORGE’s commitment to respecting student privacy, dignity, and personal information.

Types of Records Maintained

Student records maintained by FORGE may include:

  • Enrollment Records
    • Enrollment agreement
    • Identification documents
    • Signed policy acknowledgments
    • Funding or agency documentation
  • Academic & Training Records
    • Attendance records
    • Competency evaluations
    • Progress reviews
    • OSHA‑10 completion documentation
  • Financial Records
    • Tuition payments
    • Receipts
    • Refund calculations
    • Agency billing records
  • Conduct & Safety Records
    • Warnings
    • Incident reports
    • Dismissal documentation (if applicable)

These records ensure accurate documentation of each student’s training history.

Confidentiality of Records

All student records are confidential.
FORGE does not release student information to any third party without the student’s written consent, except when required by:

  • Washington State regulatory agencies
  • Tribal or federal authorities (when legally mandated)
  • Court orders or subpoenas
  • Funding agencies that paid for the student’s tuition

No student information is shared for marketing, solicitation, or non‑educational purposes.

Student Access to Records

Record Retention

Students have the right to:

  • Review their own records
  • Request copies of attendance, progress, or financial records
  • Request corrections to inaccurate information

Requests must be submitted in writing.
Records will be provided within 10 business days.

FORGE retains student records for the minimum period required by Washington State private vocational school regulations.

Retention Schedule

  • Enrollment and financial records: Minimum of six years
  • Attendance and academic records: Minimum of six years
  • Dismissal or conduct records: Minimum of six years

Records may be retained longer at the school’s discretion.

Storage and Security

Release of Records to Funding Agencies

Student records are stored in secure physical and digital formats.

Physical Records

  • Kept in locked cabinets
  • Accessible only to authorized staff

Digital Records

  • Stored on secure, password‑protected systems
  • Access limited to authorized personnel
  • Backed up regularly to prevent loss

FORGE takes reasonable measures to protect records from unauthorized access, loss, or damage.

If a student’s tuition is paid by:

  • DOC
  • Tribal programs
  • Workforce agencies
  • Community organizations

FORGE may share attendance, progress, and completion records only as required by the funding agreement.

No additional information will be released without written consent.

Records After School Closure

Student Responsibility

If FORGE permanently closes:

  • All student records will be securely maintained for the required retention period
  • Students may request copies of their records at any time during that period
  • Records will remain accessible even after closure

This aligns with the School Closure & Teach‑Out Policy.

Students are responsible for:

  • Keeping their contact information up to date
  • Requesting copies of records when needed
  • Retaining their own copies of certificates and OSHA‑10 cards

FORGE provides copies upon request but cannot guarantee replacement of lost OSHA‑10 cards.

Privacy in the Training Environment

FORGE maintains a respectful environment where:

  • Personal information is not discussed publicly
  • Safety or conduct issues are handled privately
  • Students are treated with dignity at all times

Privacy is part of the school’s culture, not just a legal requirement.