303.1 The licensee shall maintain a procedural manual at the tanning facility which shall be available at all times to operators and the Department during inspections. Each licensee’s procedural manual shall maintain:

1. (a) Statements for customers who are illiterate or visually impaired and unable to sign their names in accordance with Subsection 201.12;
2. (b) [REPEALED].
3. (c) Warning Statement; and
4. (d) A record of each operator’s completion of training requirements.

303.2 Each tanning facility shall maintain on file each customer’s:

1. (a) Statements signed by the tanning facility’s staff for customers who are illiterate or visually impaired and unable to sign their names in accordance with Subsection 201.12, if applicable;
2. (b) [REPEALED].
3. (c) Written tanning profiles and consultations;
4. (d) Records of suitability for using tanning equipment; and
5. (e) Records showing the adherence to the manufacturer’s recommended exposure schedule, or the procedures used for determining if a consumer has exceeded the exposure schedule as provided in Subsections 200.4(b) and 200.4(k), including:
6. (1) Determining exposure times;
7. (2) Frequency of visits;
8. (3) Spacing of visits; and
9. (4) Maximum exposure time(s) in minutes.

303.3 All records of customers’ files shall be maintained for a minimum of three (3) years past the client’s age of majority.

303.4 Each tanning facility shall maintain:

(a) Maintenance records which identify the manufacturer, model and series number, and the date each tanning equipment or device was sold, leased, transferred, loaned, assembled, certified, recertified, upgraded, installed, serviced, or repaired, including but not limited to records of the:

(1) Frequency and dates of cleaning and sanitizing tanning equipment, tanning devices, and protective eyewear;

(2) Replacement of tanning lamps;

(3) Quarterly testing of tanning equipment timers and emergency off switches; and

(4) Calibration dates of tanning equipment and devices.

(b) A list of emergency contact numbers appropriate for the community in which it is located. The list shall be easily accessible and shall include, but is not limited to, contact numbers for:

(1) The nearest hospital;

(2) The nearest fire department; and

(3) Emergency 911 service.

303.5 All files identified in this section that are maintained electronically shall be frequently backed up and accessible from multiple locations, if applicable.

SOURCE: Final Rulemaking published at 60 DCR 3582 (March 15, 2013); as amended by the Youth Tanning Safety Regulation Amendment Act of 2014, effective March 11, 2015 (D.C. Law 20-227; 62 DCR 259 (January 9, 2015)).