Utah Admin. Code R708-2-16 - Records

(1) Each school shall use DEMS to maintain the following:

(a) records for each student including:

(i) the student's name;

(ii) date of birth;

(iii) the type of training completed by the student; and

(iv) the date and exact time of day for the beginning and ending of any training administered.

(b) names of the instructors providing lessons or instruction; and

(c) identification of the vehicle license plate number or simulator used for behind-the-wheel and observation instruction provided.

(2) In the event the division revokes or refuses to renew a school license, access to DEMS shall be denied immediately.

(3) Records shall be updated within 24 hours of instruction for each student.

(4) Each school shall maintain accurate and current records, and shall retain original copies of the student contracts and receipts, current vehicle insurance information, and surety bond information for a period of 4 years.

(5) The division shall review the records of each school annually at a minimum.

(6) The loss or destruction of any record that a school is required to retain shall be immediately reported to the division in writing, and shall include the date the record was lost or destroyed and the circumstances involving the loss or destruction.

(7) The school shall make records available to the division immediately upon request to facilitate an audit or review.

(8) When the division removes records from the school for audit purposes, the division shall provide a receipt to the school operator that includes:

(a) the name and location of the school;

(b) the date of removal of records;

(c) information that specifies the records removed;

(d) the signature of the operator; and

(e) the signature of the division representative removing the records.

(9) When the division returns records to the school, the division shall update the receipt under Subsection R708-2-16(9) to include:

(a) the date the records were returned;

(b) the signature of the operator; and

(c) the signature of the division representative returning the records.

(10) The division shall hold the records for the minimum amount of time necessary so an audit may occur without creating an unnecessary hardship or inconvenience.

Notes

Utah Admin. Code R708-2-16

Adopted by Utah State Bulletin Number 2021-24, effective 12/9/2021