Ariz. Admin. Code § 4-5-408

Current through Register Vol. 30, No. 40, October 4, 2024

Section R4-5-408 - School Records

A. The holder of one license to operate a school shall keep a student's records at the student's enrollment location.

B. The holder of multiple licenses to operate multiple schools may keep a student's records at the student's enrollment location or a location that serves all the schools operated by the same license holder.

C. The holder of a license to operate a school shall at least weekly enter into each student's record the following:

1. The date of the recorded entry,

2. Each subject studied and the number of instructional hours for each subject,

3. An indication whether instruction in a subject listed under subsection (C)(2) was classroom or practical, and

4. The student's signature on a paper copy of the record to acknowledge accuracy of information in the record within three days after each record update.

D. The holder of a license to operate a school shall maintain a complete and accurate record file for each student that includes:

1. The signed contract made between the student and the school,

2. The student's current transcript,

3. The applicable original notice required under R4-5-405(D), and

4. Both the record created under subsection (C) and the student-signed paper copy of the record.

E. Within 15 days after the end of each month, the holder of a license to operate a school shall submit a report to the Board that includes:

1. A list of each student who graduated during the month;

2. The name and license number of:

a. The supervising instructor, and

b. Each instructor providing classroom or practical instruction during the month;

3. A list of all students currently enrolled and:

a. A list of total instructional hours earned by each student during the month;

b. A list of each student's cumulative instructional hours; and

c. A copy of the student-signed reports required under subsection (C)(4) and prepared during the month;

4. The name of any student who, during the month:

a. Transferred to another school,

b. Withdrew, or

c. Took a leave-of-absence;

and

5. The signature of the holder of the license to operate the school or the license holder's representative verifying that all information provided is correct and complete.

F. If a student transfers from one school to another, the holder of the license to operate the school from which the student transferred shall:

1. Make final entries to ensure the student's transcript is complete and accurate, and

2. Forward a copy of the student's transcript to the student and Board within three days after the student provides notice of transfer.

G. When a student graduates or withdraws from a school, the holder of the license to operate the school shall:

1. Complete a Student's Completion of Hours or Withdrawal form;

2. Certify the number of hours completed by the student;

3. Have the form notarized; and

4. Forward a copy of the form to the graduating or withdrawing student and the Board.

H. The holder of a license to operate a school shall maintain the student record file required under subsection (D) permanently unless required under R4-5-409(E) to forward the records to the Board.

Ariz. Admin. Code § R4-5-408

New Section made by final rulemaking at 11 A.A.R. 1422, effective April 5, 2005 (Supp. 05-2). Amended by final rulemaking at 21 A.A.R. 2528, effective 12/8/2015.