OAR 737-015-0090: Recordkeeping

(1) The approved provider must maintain the following records: (a) A record for each student who begins, regardless of whether or not the student completes, an approved course including: (A) The dates of the course, including beginning and end date; (B) The final grade achieved, if course is completed; (C) Verification that the student had a valid instruction driver permit on the first day of class; (D) The student’s mailing address; (E) The student’s progress, both in-car and in the classroom; (F) A record of five hours supervised home practice; (G) Evaluation results, including written skill assessments; (H) Attendance and time involvement for classroom and in-car lessons. Documentation must include date and amount of time a student participated in each lesson. (I) Records must clearly show a minimum of 30 hours classroom instruction, 6 hours behind-the-wheel instruction, 6 hours practice driving observation and 5 hours supervised practice. Makeup sessions must be clearly documented with the date and amount of time. (b) A record for all instructors, including current and past instructors, who have conducted the classroom or behind-the-wheel portion of a traffic safety course. Instructor records must include: (A) A copy of a valid approved instructor certification card issued by ODOT-TSO during the period of time the instructor taught for the employer; (B) Hire date; and (C) Date of separation, if applicable. (c) The curriculum guide currently in use; (d) A copy of all accident reports for reportable accidents relating to a driver education motor vehicle owned or operated by the approved provider; (e) Written policies and procedures required by OAR 737-015- 0076 and ORS 336.805; (f) Record of the tuition and other fees charged and received from a student; and (g) Income, expenditure and reimbursement records, including backup documentation, that support the request for reimbursement as provided by ORS 336.805 and as required by OAR 737-015-0100 and 737-015-0105. (2) Records must be retained for three years for instructors and five years for all other program records.