Code of Maine Rules
02 - DEPARTMENT OF PROFESSIONAL AND FINANCIAL REGULATION
041 - OFFICE OF PROFESSIONAL AND OCCUPATIONAL REGULATION (OPOR)
BARBERING AND COSMETOLOGY LICENSING PROGRAM
Chapter 27 - RULES FOR LICENSURE AND OPERATION OF SCHOOLS OFFERING ONE OR MORE COURSES OF STUDY IN AESTHETICS, BARBERING, COSMETOLOGY, LIMITED BARBERING, NAIL TECHNOLOGY AND INSTRUCTING
Subchapter 3 - SCHOOL OPERATION, COURSE OF STUDY, HEALTH, SANITATION AND SAFETY
Section 041-27-3-18 - Records
Universal Citation: 02 ME Code Rules ยง 041-27-3-18
Current through 2024-38, September 18, 2024
1. Student Academic and Financial Records
A. A school shall keep
accurate records that show the instruction in each subject successfully
completed by the student. Upon completion of a course, the school shall provide
the student with a transcript that describes the course and breakdown of
subjects and dates of enrollment and course completion. A transcript shall be
provided in the same manner to a student who terminates.
B. The official student academic records
contain information relating to a student's academic performance such as, but
is not limited to:
1) Application for
enrollment and supporting documentation;
2) Enrollment contract, the student's fees
for the course of study and any related costs and relevant financial
information;
3) The student's
progress and improvement reports;
4) Narrative evaluations of the student's
academic performance used to assess his or her progress through his or her
course of study;
5) Record of
failures and results of supplemental examinations, as may be
applicable.
6) Log of hours of
attendance and hours accumulated;
7) Any petition and appeal filed by the
student and the final disposition;
8) Confidential medical information relative
to a student's academic performance, which has been furnished at the request of
the school with the consent of the student concerned; and
9) Identifying information about the student
that is required in the administration of academic records such as name,
contact address, telephone number and email address (if available).
C. To ensure that a student has
completed the minimum course requirements prior to providing services directly
on a client, a school shall maintain a transcript, signed by the student and
the instructor(s) or school's official designee, indicating successful
completion for each course of study as follows:
1) Aesthetics: seventy-five (75) hours of
instruction and twenty (20) percent of each component of the practice
curriculum:
2) Barbering and
Cosmetology: two hundred (200) hours of instruction and twenty (20) percent of
each component of the practice curriculum;
3) Limited Barbering: eighty-five (85) hours
of instruction and twenty (20) percent of each component of the practice
curriculum; and
4) Nail Technology:
twenty-five (25) hours of instruction and twenty (20) percent of each component
of the practice curriculum.
D. A school shall maintain student records on
site for a period of five (5) years from the date of the last entry. The record
must include the date of enrollment, a copy of the enrollment contract, time
records of daily attendance, records and documentation of the student's
progress through the course of study, including written communications related
to the student, detailed record of hours completed in theory, practice or
laboratory work and clinical instruction, the graduation date or date of
withdrawal or termination, transcript and a record of the student's financial
aid accounting and payment of tuition and fees.
E. A school that changes ownership shall
transfer all student academic and financial records, and any other record or
document that directly relates to students, to the new school owners upon sale
of the school.
F. A school that
permanently closes shall notify the Director, in writing, of the school closure
in accordance with section 20 of this subchapter. In the case of a school
closure, the school shall provide a copy of all pertinent student records to
the receiving school. If the school does not expect to turn over all student
records to another school, it is the school's responsibility to make
arrangements to turn over all student academic and financial records, and any
other record or document that directly relates to student to the Director.
2. All Other Records
Unless otherwise specified in this Program's rules, the retention period for all other records that a school official or instructor is required to create, including a student's practice experience report, shall be retained for a period of no less than five (5) years from the date of creation.
3. Producing Records; Storage; Backup
A.
Producing Records. All school
and student records, academic and financial, shall be made available to the
Director upon request. Records described in this chapter that are kept at the
school's physical site or retrieved by computer or other electronic means shall
be presented immediately. Records kept at a central location apart from the
physical site of the school and not electronically retrievable shall be made
available for inspection within three (3) working days of a request.
B.
Backup. The school owner
shall implement reasonable data backup, protection and recovery protocols to
retrieve electronically-stored student records, including financial records, in
the event of human error, power failure, computer malfunction, accident or
catastrophe resulting in the loss, destruction or corruption of data. The
measures implemented shall be sufficient to provide reasonable continuity of
service.
C.
Placement
Records. If the school provides placement services, placement records
shall be kept current and shall include such information as job opportunities,
job placements and follow-up activities.
D.
General Data. General data
and statistics (not identifiable as to specific individual students) concerning
the success of school graduates on state licensing examinations shall be
recorded systematically on an annual basis.
E.
Storage. Fire-resistant
filing cabinets shall be used for storing student and financial records for
protection against fire loss, tampering and vandalism. The use of an
"electronic device" such as a computer system, portable device or other system
or equipment approved by the Director, may be substituted for paper filing
systems. Records retained by electronic devices shall be capable of being read
from a computer screen, microfiche, microfilm, printout or other method
approved by the Director. For purposes of this paragraph, "printout" is a hard
copy produced by computer or other means that is readable without the aid of
any special device.
4. Student Access
Upon forty-eight (48) hours' notice to the school, a student shall have the right, at all reasonable times during normal school hours, to inspect, review and copy all educational records concerning the student held by the school.
If the student is a minor, a parent or legal guardian shall have the right to inspect, review and copy all educational records of his or her minor child.
Consistent with the Family Educational Rights and Privacy Act (FERPA) ( 20 U.S.C. § 1232g; 34 CFR Part 99), which governs the disclosure of student records, all student academic and financial records, placement records and other records retained by the school shall be available to the Director.
Disclaimer: These regulations may not be the most recent version. Maine may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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