109:2-18-05. Agency record keeping and reporting

(A) Appointing authorities are required to maintain records sufficient to demonstrate compliance with the minimum requirements set forth in rules 109:2-18-01 to 109:2-18-07 of the Administrative Code. All such records shall be kept on file by the appointing authority in accordance with the appointing authority's records retention schedule, but in no event should the records be retained less than three years. The records shall be made available to the executive director for inspection upon request.

(B) For training conducted by the appointing authority, authentic copies of the lesson plans submitted with authentic copies of the sign-in sheets shall be presumed to be sufficient to demonstrate compliance in accordance with paragraph (A) of this rule. For all other training, the following records shall be presumed to be sufficient to demonstrate such compliance:

(1) Authentic copies of the lesson plans submitted with authentic copies of the sign-in sheets; or,

(2) Authentic certificates of successful completion.

(C) The executive director may consider sworn testimony, affidavits and/or other reliable and authentic documentation submitted to demonstrate compliance with the minimum requirements set forth in rules 109:2-18-01 to 109:2-18-07 of the Administrative Code. The executive director shall determine, in his/her sound discretion, the validity, probative value and sufficiency of any testimony, affidavits and documentation so offered.

(D) Each appointing authority is required to report compliance in a manner prescribed by the executive director. To qualify for credit and reimbursement, training records must be updated no later than thirty days following the completion of training.

Five Year Review (FYR) Dates: 10/16/2019 and 10/16/2024
Promulgated Under: 119.03
Statutory Authority: 109.802
Rule Amplifies: 109.73, 109.803, 109.802 , 109.75
Prior Effective Dates: 10/12/2007

Prior History: (Five Year Review (FYR) Dates: 10/16/2014 and 10/16/2019
Promulgated Under: 119.03
Statutory Authority: 109.802
Rule Amplifies: 109.73, 109.75, 109.802, 109.803
Prior Effective Dates: 10/12/2007)