Ariz. Admin. Code § R9-13-107 - Records and Reporting Requirements

A. An administrator shall obtain from a hearing screener:

1. The hearing screener's license number, if the hearing screener is an audiologist; or

2. A copy of the hearing screener's certificate of completion, as specified in R9-13-110.

B. An administrator shall ensure that a student's record includes, as applicable:

1. The dates and results of each hearing screening performed on the student;

2. An objection to a hearing screening made by the student's parent, as specified in R9-13-105(A)(3)(d) ;

3. A request for a hearing screening made by an individual listed in Table 13.1;

4. A written diagnosis received by an administrator from a specialist, as specified in R9-13-102(B)(2), including whether the student is deaf or hard of hearing;

5. If an administrator received a written diagnosis in subsection (B)(4), the name of each individual specified in R9-13-105 (A)(3)(b) that received notification of the student's diagnosis and the date notified; and

6. If the administrator notified the student's parent according to R9-13-105:

a. A copy of the notification; or

b. Documentation that contains:

i. The reason for the notification,

ii. The date of notification, and

iii. Whether the administrator recommended that the student have an audiological evaluation completed by a specialist.

C. Between April 1 and June 30 of each school year, an administrator shall submit to the Department in a Department-provided format:

1. The name, address, and telephone number of the school;

a. Name,

b. Address, and

c. Telephone number;

2. The name of the school district, if applicable; and

3. For each hearing screening conducted at the school during the school year:

a. The name of each hearing screener who performed the hearing screening;

b. The hearing screener's audiological license number, if applicable;

c. A copy of the hearing screener's certificate of completion;

d. The type of audiological equipment used to conduct the hearing screening;

e. The date the audiological equipment was calibrated;

f. The name and title of the individual submitting the information;

g. The date the information is submitted;

h. Whether the hearing screening for students identified according to Table 13.1 was conducted within the first 90 school days of the school year;

i. The number of students grouped by:

i. Each grade level listed in Table 13.1, and

ii. Enrollment in special education;

j. The number of students who:

i. Were enrolled at the start of the school year at the time of before the first hearing screening provided to students,

ii. Were excluded from the school's hearing screening population according to R9-13-102(B) or (C) and Table 13.1,

iii. Received an initial hearing screening,

iv. Did not pass an initial hearing screening,

v. Received a second hearing screening,

vi. Did not pass a second hearing screening, and

vii. Were first identified as being deaf or hard of hearing; and

k. The number of students for whom the administrator:

i. Provided notification to a student's parent, as specified in R9-13-105 ; and

ii. Received documentation during the school year from a student's specialist related to an audiological evaluation.

D. An administrator shall obtain from a vision screener:

1. The vision screener's license number, if the vision screener is an optometrist or an ophthalmologist; or

2. A copy of the vision screener's certificate of completion.

E. An administrator shall ensure a student's record includes:

1. The dates and results of each vision screening performed on the student;

2. If applicable, documentation of an objection to a vision screening made by the student's parent, as specified in R9-13-105(H)(3)(d) ;

3. If applicable, a request for a vision screening made by an individual listed in Table 13.2;

4. If applicable, a written diagnosis received by an administrator from a specialist, as specified in R9-13-105(E)(2), of the student being legally blind or having vision loss;

5. If the administrator received a written diagnosis in subsection (E)(4), the name of each individual that received notification of the student's diagnosis and the date notified; and

6. If the administrator notified a student's parent according to R9-13-105 ;

a. A copy of the notification; or

b. Documentation that contains:

i. The reason for the notification,

ii. The date of notification, and

iii. Whether the administrator recommended that the student have a visual evaluation completed by a specialist.

F. Between April 1 and June 30 of each school year, an administrator shall submit to the Department in a Department-provided format:

1. The name, address, and telephone number of the school;

2. The name of the school district, if applicable; and

3. For each vision screening conducted at the school during the school year:

a. The name of the vision screener who performed the vision screening;

b. The vision screener's optometry or ophthalmology license number, if applicable;

c. A copy of the vision screener's certificate of completion, if applicable;

d. The type of vision equipment used to conduct the vision screening;

e. The date the vision equipment was calibrated, if applicable;

f. The name and title of the individual submitting the information;

g. The date the information is submitted;

h. Whether the vision screenings for students identified in Table 13.2 were conducted within the first 90 school days of the school year;

i. The number of students grouped by:

i. Each grade level listed in Table 13.2; and

ii. Enrollment in special education;

j. The number of students who:

i. Were enrolled at the start of the school year prior to the first vision screening provided to students;

ii. Were excluded from the school's vision screening population, according to R9-13-102(E) or (F) and Table 13.2;

iii. Received an initial vision screening;

iv. Did not pass an initial vision screening;

v. Received a second vision screening;

vi. Did not pass a second vision screening;

vii. Were first identified as being legally blind; and

viii. Were first identified as having vision loss.

k. The number of students for whom an administrator:

i. Provided notification to a student's parent, as specified in R9-13-105 ; and

ii. Received documentation during the school year from a student's specialist related to an eye examination.

D.G. An administrator shall retain the information in:

1. Subsection (A) and (D) for at least three years after the date that the hearing screening or vision screening occurred; and

2. Subsection (B) and (E) for three school years after fiscal year of last attendance of the student at the school, according to Arizona State Library, Archives and Public Records, General Records Retention Schedule for All Arizona School Districts, and Charter Schools Student Records.

Notes

Ariz. Admin. Code § R9-13-107

Former Section R9-13-113 renumbered and amended as Section R9-13-107 effective February 18, 1986 (Supp. 86-1). Amended effective October 15, 1993 (Supp. 93-4). Amended by final rulemaking at 8 A.A.R. 3307, effective July 16, 2002 (Supp. 02-3). Amended by final rulemaking at 25 A.A.R. 1827, effective 7/2/2019. Amended by final rulemaking at 30 A.A.R. 1949, effective 7/7/2024.