21 NCAC 14T .0502          Permanent Records, Forms and Documentation

(a)  Cosmetic art schools must maintain a secure and locked permanent file of matriculations for all enrolled students and students who have withdrawn or graduated within the last six months together in one room within the approved square footage of the cosmetic art school.  Withdrawal and graduation forms reviewed by the Board or an agent of the Board may be removed from this room.  The permanent file shall include a copy of:

(1)           Board Enrollment Form;

(2)           Documentation of student receipt of school policies, school and student contract and the Board felony policy;

(3)           All applicable Board Withdrawal Forms;

(4)           Social security card for any individual who has a social security number or tax ID card or student visa information;

(5)           Government issued ID and proof of date of birth;

(6)           Grades for all examinations and documentation for pass/fail performances;

(7)           Documentation for any leave of absence over 30 days;

(8)           Transfer of hours form documenting hours earned in other schools and hours accepted by current school; and

(9)           Graduation Form.

(b)  The school shall keep records of hours earned daily including field trip hours and documentation of field trip hours (updated and subtotaled weekly with a running grand total):

(1)           A daily record shall be kept of the performances for each student, showing the actual date of the performance and the teacher who approved;

(2)           A daily record shall be kept of the actual number of hours of attendance; and

(3)           Performance Record (updated and subtotaled weekly).

(c)  When a student enrolled in a cosmetic art school withdraws from such school, the cosmetic art school shall report to the Board its administrative decision to withdraw the student.

(d)  If a student withdraws from a cosmetic art program within the first five days, the school need not submit the enrollment to the Board.

(e)  The graduation form documentation must be signed by on site school staff or on site school administrators and must have the seal of the school affixed.  The original graduation form documentation must be prepared on the Board form. The cosmetic art school shall mail the graduation form to the Board at the Board's address within 30 days of the student's graduation date with the school seal affixed.

(f)  All forms submitted to the Board must be sealed originals and a copy shall be maintained in the school file. All forms submitted to the Board must be completed, except for student signatures as necessary, by on site school staff or on site school administrators.  Board forms shall be used for the sole purpose of documenting to the Board student records and shall not be used to notify students of enrollment, transfer of hours, withdrawal or graduation.

(g)  Changes or corrections made by the school to any Board form must be submitted to the Board with supporting documentation.

(h)  All cosmetic art schools must maintain on file at the school an original daily record of enrolled students' hour and performances.  This record must be kept in a secured location under lock and key but made available for review by the Board or its agent at any time.

(i)  All records kept by a cosmetic art school on a student who has withdrawn or graduated must be kept in the school's locked files for future reference until the date the student is accepted for the Board examination or five years after the date the student first enrolled in the school, whichever occurs earlier.  Forms reviewed by the Board or an agent of the Board may be removed from this room.

(j)  The record of all hours and performances must be documented in writing.  Credit issued to students that cannot be verified may be eliminated from the student record by an agent of the Board.

(k)  Access to student records must be limited to agents of the Board, teachers and administrators of the school. Records cannot be altered offsite.  Records altered onsite must have documentation supporting the change attached.

(l)  All individuals in a cosmetic art school receiving cosmetic art education, earning hours, performing or practicing cosmetic art services must be enrolled in the school.

(m)  Only teachers reported to the Board as employees of a cosmetic art school may grade practical student examinations and evaluate pass/fail of student performances.  Only on site teachers, on site school administrators or on site school staff shall record student hours and performances, grade examinations and determine completion and record credit of live model and mannequin performances.

(n)  Minimum scores required for examinations and the successful completion of live model/mannequin performances as determined through the school's evaluation plan that is approved by the Board at the time of application shall be disclosed to students at the time of enrollment.  Passing grades and performances cannot be credited to students who fail to meet the requirements of the evaluation plan.

(o)  Cosmetic art schools must provide to each student a copy of school policies, the Board felony policies and shall retain for the permanent file a copy of the student's acknowledgement of receipt of these policies.

(p)  The names of students with unsatisfied academic obligations shall not be submitted to the Board as graduates but may be submitted as withdrawn.

(q)  Cosmetic art schools shall not report to the Board the unsatisfied financial obligations of any cosmetic art student. Cosmetic art schools shall not prevent the graduation of students who have met the Board minimum requirements and passed all school academic requirements.

(r)  Records of hours must be rounded to no more than the nearest quarter hour.  Cosmetic art schools shall not give or deduct hours or performances as a rewards or penalties.

(s)  An applicant may receive credit for instruction taken in another state if the conditions set forth in this Rule are met. In order to determine if the conditions have been met the applicant's record shall be certified by the state agency or department that issues licenses to practice in the cosmetic arts. If this agency or department does not maintain any student records or if the state does not give license to practice in the cosmetic arts, then the records may be certified by any state department or state agency that does maintain such records and is willing to certify their accuracy. If no state department or board will certify the accuracy of the student's records, then the Board shall review the student's records on a case-by-case basis.

(t)  Hours transferred between open North Carolina schools must be obtained by the submission of the Board transfer form mailed directly from the school in which the hours are earned with the school seal affixed, with grades for examinations and performances to the new school in which a student enrolls.  Such original documentation shall be submitted to the Board with enrollment.

(u)  A student must pass an entrance examination given by the school to which the student is transferring for the hours to be transferred from one cosmetic art school to another.

History Note:        Authority G.S. 88B-4; 88B-16;

Eff. January 1, 2012;

Amended Eff. June 1, 2013.