Ariz. Admin. Code § 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.

B. 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.

C. 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.

D. 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;

4. 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;

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

a. Transferred to another school,

b. Withdrew, or

c. Took a leave-of-absence;

6. A copy of the documents signed by a student under R4-5-408(B)(4) during the reporting period; and

7. 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.

Notes

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.