4713-5-10 Daily and monthly records.

 

 

 

4713-5-10                    Daily and monthly records.

 

 

 

(A)  On forms satisfactory to the "Board", a school shall maintain records for each student providing the student's full legal name, and the date of enrollment. Each school shall maintain a copy of each student's records at the school for a period of no less than six months following a student's graduation, discontinuance or transfer. The "Board" may require, upon written notification to a school, that a copy of the student's records be maintained for a period exceeding six months.

 

(1)    Clock hour schools shall maintain a record of all training and the number of hours accrued in each major subject area contained in the "Board" approved curriculum and the student's total hours of training received each day.Clock hour schools shall maintain a record of all training including the students' total hours received each day and the cumulative hours accrued in the program of study. The school shall have on file documentation that clearly indicates the students' progress by major subject area toward completion of a "Board" approved course outline. If requested by an inspector or the "Board" that documentation shall be available in the school within an hour of request. The documentation shall include written and practical examination results of the students' progress by major subject area of the school's course outline. Such documentation shall also include indicators of progress in clinic and non-clinic assignments.

 

(2)   Credit hour schools and career technical schools shall maintain documentation of all quizzes, tests, papers, certifications or other items that provide evidence of having successfully completed and passed a program or course for each student.

 

(3)   Internship credit shall be likewise documented.

 

(B)   On forms provided by the "Board", or acceptable to the "Board", each school shall file a report with the "Board" as required in this rule. The report shall be typewritten with the students' names listed in alphabetical order and filed with the "Board" as required. Transcripts required for minor students shall have parental release signatures on file at the school as required by the privacy act. Once the "Board" approves electronic reporting the same information shall be submitted in delimited text files instead of paper format. When the "Standard Renewal System electronic" (SRSe) becomes available documentation of hours or credits shall be accomplished through the directions provided by the "Board" for SRSe reporting of student progress.

 

(1)   Clock hour schools shall report no later than the twentieth day of the following month the number of hours of instruction obtained by each student each month and the total hours credited since the date of enrollment.

 

 

 

(a)   Schools may award hours to students that are obtained outside the school during official visits to cosmetology related activities that provide specific curriculum training related to the school's course outline.

(b)   Notice of such official visits/trips shall be sent to the "Board" thirty days in advance of the visit.

(c)    The request shall list the date, time, location and number of hours to be credited to cosmetology study.

(d)   "Board" approval of such requests is not required; however, the "Board" reserves the right to challenge official visits/tours to activities not directly related to cosmetology study. Final determination of award of hours associated with such trips/visits shall be made by the "Board."

(e)    In all cases, a licensed cosmetology instructor from the school must be present with the students student.

(2)    Credit hour schools shall report transcript information for each student by the twentieth day following the end of each quarter or semester as applicable.

(a)    Credit hour schools may utilize out of school trips that provide direct applicability to course curriculum outlines.

(b)    Schools shall notify the "Board" of all trips with a thirty-day advance notice.

(c)    In all cases, a licensed cosmetology instructor from the school shall be present with the student(s).

(3)   Career technical schools shall report transcript information for each student by the twentieth day following the end of each semester.

(a)   Career technical schools may utilize out of school functions that provide learning opportunities that directly align with approved curriculumcourse outlines.

(b)    Schools shall notify the "Board" of all trips with a thirty-day advance notice.

(c)    In all cases, a licensed cosmetology instructorstate credentialed teacher from the school shall be present with the student(s).

(C) A copy of all records shall be made readily available for inspection and copying by any student upon the student's request.

(D)(C) If a dispute arises between a student and a school over the number of hours or credits obtained by the student, upon notification by the "Board", the school shall immediately certify to the "Board" a copy of the student's records listing the daily number of hours obtained by the student in each major subject area or program/course credits earned. The "Board" shall then resolve the discrepancy by examining the school's records and any information submitted by the student.

Effective:

R.C. 119.032 review dates:    07/31/2004

Certification

Date

Promulgated Under:   119.03 Statutory Authority:                                    4713.08(A)(13)

Rule Amplifies:           4713.44 & 4713.45

Prior Effective Dates: 1-26-97, 8-1-99, 5-10-01