Records Retention and Disposition Schedule - October 2011 Revision

Notice: This policy was reviewed, revised, and/or renamed. We provide this revision for historic purposes only. Please see our current policies and procedural directives.

This procedural directive was reviewed and revised in October 2011. We provide this revision for historic purposes only.

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current inventory of schools instructional materials supplied by the district using state and federal funds	Until superseded by new listing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Listing of all textbooks approved by the New Mexico Public Education Department for school district adoption	Until superseded by new listing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
Administrator & Finance Officials records	2 years for electronic and paper
All other employee e-mails	1 year after date of last entry.

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

Department Director: 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

This procedural directive was reviewed and revised in October 2011. We provide this revision for historic purposes only.

This page was last updated on: December 9, 2009.