OAR 735-160-0030
Commercial Driver Training School Records
(1)
The records of all student drivers enrolled in any class or course offered by the school must be retained as set forth in this rule, including the records of those student drivers who withdrew or were terminated from the school.(2)
A student driver record must contain, but is not limited to the following:(a)
The complete name of the student driver;(b)
The driver license or instruction permit number of the student driver and the name of the state that issued the license or permit if available;(c)
The name and Instructor Certificate number of each Instructor who provided training;(d)
Number of hour(s), date(s) of service, and type of training (behind-the-wheel or classroom) participated in by the student driver;(e)
All written contracts or agreements, signed by the student driver; and(f)
A copy of the school grievance procedure for handling student or parent complaints, unless grievance procedure is posted in accordance with 735-160-0015 (Commercial Driver Training School Operator Responsibilities)(1).(3)
The records of all school instructors, including current and past instructors must be retained as set forth in this rule. An instructor record must contain:(a)
The instructor’s driver license number, date(s) of employment with the school, job application or resume; and(b)
A copy of the Instructor Certificate issued by DMV to the instructor.(4)
Maintain a monthly listing containing information from OAR 735-160-0030 (Commercial Driver Training School Records)(2)(a), (b), (c) and (d) (above) for students that participated in driver training. This list must be made available to DMV upon request.(5)
The original student driver records, instructor records and any records documenting compliance with any statutes or administrative rules must be maintained as originals in paper format or electronically for a period of three years at the business location, or may be kept at a supplemental business location certified by DMV if the records relate to student drivers or instructors at the supplemental location. For good cause shown or upon a showing of a business necessity, DMV, in its sole discretion, may authorize an operator to maintain the school records at another location within the State of Oregon.(6)
Instructor records must be maintained permanently for current employees. After employee separation, instructor records must be kept for an additional three years after the separation date.(7)
All records must be made available to DMV within 5 (five) business days of request, excluding weekends and state holidays.
Source:
Rule 735-160-0030 — Commercial Driver Training School Records, https://secure.sos.state.or.us/oard/view.action?ruleNumber=735-160-0030.