Haw. Code R. § 16-99-112 - Record keeping information and retention period

Current through February, 2022

(a) A real estate continuing education provider shall maintain for a period of at least four years records of course offerings (including names of instructors, dates of and locations of course offerings), student attendance, student registration, course completions, student evaluations, and personal information and resumes of its instructors and administrators. Each student record shall include, at a minimum, the following:
(1) The student's name, address, real estate license number, license status, continuing education course completion information including course and instructor names, course offering number and date, and whether the student completed the course, course completion certificate number, and amount of approved clock hours of continuing education credits earned; and
(2) Proof of actual course attendance including a verified sign-in and sign-out attendance sheet or a student certification statement in the case of a continuing education course offered by alternative delivery methods with interactive instructional techniques. The sign-in and sign-out sheet may be kept in another location other than the student's record, provided that reference to such location shall be made in each student's record. The name, address, and phone number of the individual who verified the student's attendance shall also be noted in the student's record.
(b) Within ten days of the end of any continuing education course or completion of course offered by alternative delivery methods, the continuing education provider shall issue to each student having completed the course a certificate of completion of course as prescribed by the commission. Except as provided in sections 16-99-91 and 16-99-92, the continuing education certificate of completion of course is valid only for the biennium license period in which the course was completed.
(c) Within ten days of the end of the course or completion of course offered by alternative delivery methods, the continuing education provider shall submit to the commission:
(1) A listing of licensees who have completed the course with their issued course completion certificate numbers, course and instructor names, and course offering number and date, using a commission-prescribed electronic method, together with the prescribed number of copies as requested by the commission;
(2) When applicable, completed student evaluations of instructors for each course offering; and
(3) Other information requested by the commission.
(d) A real estate continuing education provider shall issue a student a duplicate certificate of completion of course upon receipt of a student's written request for such a certificate.
(e) For any course attended by more than fifty students, the provider shall provide at least one additional individual other than the instructor to administer the course offering, including but not limited to keeping records of attendance, preparing and distributing certificates, and assuring that physical facilities meet the requirements of this subchapter.

Notes

Haw. Code R. § 16-99-112
[Eff and comp 2/25/91; am and comp 5/21/01] (Auth: HRS §§ 467-4, 467-4.5, 467-11.5) (Imp: HRS §§ 467-4.5, 467-11.5) Am and Comp 12/19/2016

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