Current through Register Vol. 30, No. 50, December 13, 2024
Section R4-5-408 - School RecordsA. 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, and4. 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), and4. 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, andb. 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,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, and2. 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; and4. 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.