(1) Every driver improvement clinic shall maintain the following records which shall be available for inspection by the Department at all times:
(a) A file containing the original copy of every contract entered into by the clinic and its students for the purpose of obtaining any instructions. A copy of the contract must be furnished to the students and the original thereof must be retained by the clinic for a period of three (3) years.
(b) A roster of each class listing the clinic's number, name and address, the instructor’s number and instructor’s full name, the student's name, date of birth, driver's license number, certificate number and amount of fee paid must be maintained in the records of the clinic for a period of three (3) years after the date on which the class was completed. The clinic shall furnish copies of the roster to the Department on request.
(c) A schedule for all classes of instruction, giving the date and time of classes must be maintained in the records of the clinic for a period of three (3) years after the date on which the class was completed. The clinic shall furnish copies of the schedule to the Department on request.
(d) The class roster, student contracts, final exams and course evaluation forms will be filed together by month and year that the class was held.
(2) Clinic records may be audited periodically by the Department.
(3) The schedules, and class rosters may be maintained electronically, rather than on paper. Student contracts, final exams, and course evaluation forms may be scanned for the purpose of electronic storage. The clinic shall utilize a software program(s) approved by the Department for this purpose if electronic storage is chosen.