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Records Retention and Disposition Schedule

Records Retention and Disposition Schedule

This schedule describes the most commonly used retention periods.  Access to confidential documents and/or confidential files shall be only by court order, unless provided by federal or state statute or regulation.  Release of confidential documents to law enforcement and other governmental agencies shall only be done in compliance with statute or upon court order.  All release of student information requests shall be reviewed and approved or denied by the custodian of public records.

Schools shall be required to include accident reports, cumulative health records, daily attendance, disciplinary records, free or reduced priced lunch authorization, parent/legal guardian permission to participate in extracurricular activities, cumulative record folder, student data transmittal form, student permanent record card, and the teacher class record book in student records.

Textbooks

DESCRIPTION

RETENTION PERIOD

 

Textbook Inventory Listing

Listing prepared annually by each school which reports current inventory of schools instructional materials supplied by the district using state and federal funds

 

 

Until superseded by new listing

 

 

Textbook Adoption Lists, Copies

Listing of all textbooks approved by the New Mexico Public Education Department for school district adoption

 

 

Until superseded by new listing

 

 

Student Cumulative Education Record File

DESCRIPTION

RETENTION PERIOD

 

Transcripts

Record that shows date of birth, date of entrance, courses taken, grades received, and degrees granted

 

 

90 years after graduation

 

 

Health

Student health records and immunizations

 

 

10 years from date of student's last attendance

 

 

Federal

Participation in federal program records

 

5 years after final expenditure report

 

Other

Other student records, including registration record, screening evaluation, counselor notes, correspondence, program participation

 

2 years after last attendance

 

 

Special Education Records

DESCRIPTION

RETENTION PERIOD

 

Special Ed. confidential records must contain all IEP’s

 

After completion of special services but not sooner than 5 years after completion of activities funded

                                                  

 

Other Student Records

DESCRIPTION

RETENTION PERIOD

 

Student Discipline

Records that show action taken for disciplinary measures

 

5 years after last entry, or 2 years after last attendance

 

 

Guidance Folder

 

5 years after last entry, or 2 years after last attendance

 

 

Scholarship Program Records

 

1 year after award

 

 

Employment certificate record

 

 

Until student attains age 21

 

 

Honor Society student records

 

 

1 year after end of school year

 

 

School census records

 

 

1 year after end of school year

 

Student’s attendance record

 

 

1 year after end of school year

 

 

Students attendance exemption record

 

 

Until student attains age 21

 

 

Student’s absence record

 

 

1 year after end of school year

 

 

Parent’s consent

 

 

2 years after close of school year or until student attains age 9

 

 

Student accident and illness

 

 

1 year after end of school year

 

 

Student organization records

 

 

6 years after date created

                      

 

Student fine receipts

 

 

3 years after close of fiscal year

 

 

Parent -public survey P. l. 874

 

 

4 years

 

 

Athletic Program Records

DESCRIPTION

RETENTION PERIOD

 

Activities and membership

 

 

6 years after date created

 

Injury records, medical reports

 

 

10 years after last date of entry

 

 

Records of coaches for various school sports

 

 

Until reference value ends

 

Curriculum Records

DESCRIPTION

RETENTION PERIOD

 

Curriculum catalogue or bulletin

 

 

Permanent

 

Approved curriculum variance application

 

 

10 years after approved

 

Approved application of occupational education curriculum

 

 

1 year after curriculum discontinued

 

 

 

 

Denied application for curriculum approval

 

 

1 year after end school year

 

 

Other Instruction Records

DESCRIPTION

RETENTION PERIOD

 

Teacher’s lesson plan

 

 

2 years after close of school year

 

 

Teacher’s class rolls, grade sheets

 

 

1 year after end of term

 

 

Examination and test answer papers

 

 

2 years after close of school year

 

 

State required district testing records original to New Mexico Public Education Department

 

 

2 years after close of school year

 

 

Food Management and Child Nutrition

 

 

5 years after submission of final report, 7 years for Title I purposes

 

 

Other School Records

DESCRIPTION

RETENTION PERIOD

 

School Administrative File

 

 

5 years after close of school year

 

 

Calendar of Events File

 

 

Until obsolete

 

 

Committees, Councils Files

 

 

5 years after end of school year

 

 

Membership Report File

 

 

Permanent

 

 

Other District Records

DESCRIPTION

RETENTION PERIOD

 

Maintenance Service File

 

 

3 years after date of last entry

 

 

Work Orders File

 

 

1 year after work completed, paper 2 years, electronic

 

 

Finance Department official records

 

 

2 years for electronic and paper

 

Principals, Superintendent’s Cabinet, Superintendent, Superintendent’s Office & Board of Education emails

5 years after last date of entry

 

All other employee emails

 

 

1 year after date of last entry

 

 

Administrative Position:                        Chief Technology Officer/Executive Director of Instruction and 
                                                                  Accountability

 

Department Director:                             Executive Director of Information
                                                                 Technology/Custodian of Public Records/Director of Student 
                                                                  Information Systems

References:

Legal Cross Ref:                                        Family Educational Rights and Privacy Act
Board Policy Cross Ref.:                            JR – Release of Student Information
                                                                   JR1 – Student Records

NSBA/NEPN Classification:                     EHB

Revised: May 1995
Revised: April 1996
Revised: May 1997
Reviewed: October 7, 2011
Revised: October 21, 2011
Reviewed: May 7, 2014
Revised: May 8, 2014

 

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