Ariz. Admin. Code § R4-10-305 - School Records; Student Certificates

A. A school licensee shall maintain a student's records at the school where the student is enrolled. The Board may inspect the records at any time the school is open.

B. A school licensee shall ensure that when a student withdraws or transfers from one school to another, the school from which the student is transferring or withdrawing:

1. Keeps a copy of the student's transcript,

2. Forwards one copy of the student's certificate of hours, required under subsection (E), to the student and another copy to the Board within three days of the date of transfer or withdrawal, and

3. Removes the student from the school records and monthly report submitted to the Board in the month following the transfer or withdrawal.

C. A school licensee shall ensure the following are maintained:

1. A complete and accurate record of the time devoted by each student to the enrolled course of study, including hours devoted to alternative learning and field trips;

2. A complete and accurate record that shows the basis for certification of the student hours. A school licensee shall certify only hours of training the student receives at the licensee's school or transfer hours the school licensee accepts from another licensed school in Arizona or another state or country;

3. A complete and accurate individual student file for each student enrolled containing:

a. Executed student-school contract;

b. Financial aid transcript;

c. Proof of being at least 16 years old and two years of high school or its equivalent for a student enrolled in an aesthetics, cosmetology, hairstyling, nail technology, or barbering course or proof of high school diploma or its equivalent or 18 years of age for a student enrolled in an aesthetics, cosmetology, hairstyling, or nail technology instructor course or 19 years of age for a student enrolled in a barbering instructor course;

d. Proof of licensed work experience for a student instructor:

i. Under A.R.S. § 32-531, one year for aesthetics, cosmetology, hairstyling, or nail technology; and

ii. Under A.R.S. § 32-323, two years for barbering;

e. A statement signed by a school administrator and the student that provides a list of the supplies contained in the training kit provided to the student

i. When the training kit will be distributed to the student;

ii. The retail value of the training kit; and

iii. A statement that substitutions made after the statement is signed, will be of comparable value; and

f. A record of transfer and crossover hours, if applicable; and

4. Complete and accurate academic transcripts and attendance and hour records or time cards.

D. A school licensee shall keep a complete and accurate monthly report, containing the following information:

1. Only for each student enrolled since the prior monthly report:

a. Name;

b. Enrollment date;

c. Mailing, physical, and e-mail addresses;

d. Telephone number;

e. Type of educational documentation that meets the requirements of R4-10-104;

f.e. transfer hours accepted, if applicable;

g.f. Crossover hours accepted, if applicable; and

h.g. Birth date.

2. The discipline in which each student is enrolled;

3. The name and license number of the instructor in charge of the school and name of the custodian of records;

4. The name and license number of each instructor employed by the school licensee;

5. The signature of the instructor who prepares and certifies the report is correct;

6. The name, scheduled attendance, and Board-issued license number for each student instructor;

7. For each demonstration given, the name of the demonstrator, name of the observing instructor, name of the process or product demonstrated, number of students in attendance, and name of the course in which the demonstration was given;

8. Hours received by each student for the prior month, the current month, and total cumulative hours. The school licensee shall not amend total hours without satisfactory proof of error;

9. Signature of each student verifying approval of the certified hours;

10.9. The school licensee's certification of the students who meet graduation requirements, including the day, month, and year of graduation; and

11.10. The notation "transferred," "withdrawn," or "leave of absence" for students who discontinue training, and the day, month, and year training was discontinued.

E. A school licensee shall provide the following certificates to each student:

1. Certificate of graduation. When a student successfully completes the course of study offered by the school licensee, the school licensee shall provide the student with a certificate of graduation that includes the following information:

a. Name of the school;

b. License number of the school licensee;

c. Name of the graduating student;

d. Discipline in which the student completed the course of study;

e. Hours of study completed at the school;

f. Transfer hours accepted by the school licensee;

g. Crossover hours accepted by the school licensee;

h. Grand total of the hours under subsections (E)(1)(e) through (g);

i. The dates on which the student started and ended the course of study at the school; and

j. Dated signature of the school licensee or authorized representative.

2. Certificate of hours. When a student withdraws or transfers from one school to another, the school licensee shall provide the student with a certificate of hours that includes the following information:

a. Name of the school;

b. License number of the school licensee;

c. Name of the withdrawing or transferring student;

d. Discipline in which the student was enrolled;

e. Hours of study completed at the school;

f. The date on which the student started the course of study at the school and the date on which the student withdrew or transferred; and

g. Dated signature of the school licensee or authorized representative.

E.F. A school licensee shall credit a student with additional hours earned after graduation if the student completes the required hours for graduation, registers for the required examination, and stays in school until the date of the examination.

F.G. A school licensee is not required to maintain a student file for licensed individuals.

Notes

Ariz. Admin. Code § R4-10-305

Adopted effective 4/9/1996 (Supp. 96-2). Amended by final rulemaking at 11 A.A.R. 4239, effective 12/5/2005 (Supp. 05-4). Amended by final rulemaking at 26 A.A.R. 3123, effective 1/31/2021(Supp. 204). Renumbered and amended from R4-10-204 by final rulemaking at 30 A.A.R. 527, effective 5/6/2024.