Student Record Management

The Office of the Registrar is responsible for maintaining complete, accurate, and secure academic records for the institution. Its mission is to provide comprehensive record keeping services that support students throughout their academic lifecycle, assist faculty in fulfilling their instructional responsibilities, and ensure institutional compliance with established academic standards and regulatory requirements. (Registrar's Office | The American University of Paris)

The organization, accuracy, and integrity of student academic records are core responsibilities of the Registrar’s Office. The academic record constitutes the official, permanent, and unabridged documentation of a student’s academic history at the institution. It provides a chronological record of all quantitative and qualitative aspects of a student’s learning experiences and achievements, including coursework, grades, academic standing, transfer credits, honors, and degrees awarded. (See: Transcripts | The American University of Paris)

The Institution establishes official records for all applicants and enrolled students. Applicant data are initially captured and maintained within the Admissions information system. Once an applicant becomes a confirmed student, their records are securely transferred to the Institution’s Student Information System (SIS). The SIS serves as the authoritative database for undergraduate and graduate students and is the primary system of record for admissions, enrollment, course registrations, grades, transfer credit evaluations, transcripts, scholarships, and degree conferrals. Each student is assigned an individual electronic record within the SIS, in which demographic, academic, and enrollment data are stored in a standardized, structured, and auditable format. This centralized approach ensures data consistency, accuracy, and accessibility for authorized users, while maintaining appropriate privacy and security controls.

Supporting documentation related to a student’s academic record is maintained electronically. Within the Admissions module, academic credentials and related materials (such as transcripts, diplomas, and advanced placement documentation) are categorized, indexed, and stored as electronic attachments. This document tracking functionality enables secure, centralized access to credentials and supports transparent and consistent evaluation processes. Once a student has formally committed to the American University of Paris, all additional student information is maintained throughout the student’s undergraduate career within their official student record in the SIS through the use of structured data fields and forms that are regularly reviewed and updated in accordance with institutional policies. External forms relevant to individual student records are saved in the document-tracking functionality within the SIS. Additionally, AUP welcomes transfer students and processes transfer credit applicability and course equivalences according to well established and published standard policies and practices. (Transfer of Academic Credit | The American University of Paris; Course Equivalencies | The American University of Paris; Awarding of Advanced Standing Credit | The American University of Paris)

The management of student records is further governed by established data stewardship and management policies, FERPA and GDPR guidelines, customer service standards, record retention and destruction schedules, academic policies, and curriculum requirements as they affect the academic record. These student records management practices also support institutional reporting, institutional research, compliance related research activities, and external audits. The University’s Academic Handbook serves as a detailed reference to these supporting University policies and procedures.

The American University of Paris is a member of the American Association of Collegiate Registrars and Admissions Officers (AACRAO) and adheres to AACRAO’s recommended guidelines and standard professional practices. To ensure data accuracy and integrity, the Office of the Registrar conducts regular audits and error reports and implements corrective actions as needed. Additionally, AUP faculty and staff must take and pass the AACRAO FERPA module each year.