201 Ky. Admin. Regs. 14:150

Current through Register Vol. 51, No. 6, December 1, 2024

Section 201 KAR 14:150 - School records

RELATES TO: KRS 317.410, 317.450, 317.540

NECESSITY, FUNCTION, AND CONFORMITY: KRS 317.440(1)(b) requires the Kentucky Board of Barbering to promulgate administrative regulations to govern quantity and quality of equipment, supplies, materials, records, and furnishings required in barber shops or schools. This administrative regulation establishes requirements for school records.

Section 1. A monthly attendance record of the entire enrollment, including full-time and part-time students and instructors, shall be kept by the schools and received at the board office not later than the tenth calendar day of each month, and this attendance record shall not be amended after the last day of the month received.

(1) A barber school shall be held fully responsible for the completeness and accuracy of the attendance record, which shall show the total hours obtained for the previous month and the total accumulated hours to date for all students and instructors.

(2)

(a) Only the hours recorded shall be submitted each month.

(b) The report shall not be:

1. Amended without proof of error; or

2. Changed after the last day of the month it was reported.

(c) The report shall be available for inspection.

(3) A copy of the student's daily attendance record for the month of graduation through the date of a student's graduation shall be submitted with the student's certification of hours as part of the application for examination upon completion of the course.

Section 2. A copy of the monthly attendance record, as provided to the board office, shall be posted monthly on a bulletin board in the school so it is available at all times to the students, employees, board members, or agents of the board.

Section 3.

(1) Barber schools shall be required to keep a record of a student's daily work, approved and signed by the instructor of each student's practical work, work performed on clinic patrons, and classroom work.

(2) This record shall be available for inspection and shall be included:

(a) With the student's certification of hours and application for examination, upon completion of the course; or

(b) With the certification of hours:

1. If a student withdraws or is dismissed from school; or

2. Upon the closure of a school.

Section 4.

(1) A detailed record shall be kept of all enrollments, withdrawals, dismissals, and graduations.

(2) Certification of hours completed, including a copy of the student's daily attendance record for the month of graduation through the date of a student's graduation, shall be forwarded with all records of a student's daily work, to the office of the board within ten (10) calendar days of a student's withdrawal, dismissal, graduation, or closure of the barber school. Completed course hours provided to the board office shall be accurate and shall be recorded in the student's file.

(3) Completed course hours submitted to the board shall be transferable to another barbering school for no more than five (5) years.

(4) Records filed with the board shall be maintained for five (5) years, then destroyed in accordance with the board's retention schedule on file with the State Archives and Records Commission.

Section 5.

(1) All records shall be kept in a lockable file on the premises of the school and shall be available for inspection.

(2) The security of all records shall be the responsibility of the school.

(3) Records shall be locked if not in use or during nonbusiness hours.

Section 6. A school shall immediately produce a copy of any record maintained under this administrative regulation when requested by the board during hours when the school is scheduled to be open and providing services. If the request is made during hours when the school is closed and not providing services, the school shall produce a copy of any record maintained under this administrative regulation within two (2) hours of the next normal day of business.

201 KAR 14:150

KBB:Sch:Rec'ds-1; 1 Ky.R. 731; eff. 5-14-1975; 10 Ky.R. 902; eff. 2-1-1984; 35 Ky.R. 1835; eff. 1-5-2009; 40 Ky.R. 1867; 2415; eff. 6-6-2014; 42 Ky.R. 2929; 43 Ky.R.197; eff. 9-2-2016; 48 Ky.R. 1846, 2567; eff. 7/5/2022.

STATUTORY AUTHORITY: KRS 317.430, 317.440(1)(b)