Open/Switch Enrollment for APS Employees is October 1 through 16
Albuquerque Public Schools
Records Retention and Disposition Schedule - May 1997 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. This directive applies only to school records. Retention periods for school security, legal records, business and financial, personnel, library, and transportation records are not covered. Access to confidential documents and/or confidential files will be only by court order, unless provided by statute. Release of confidential documents to law enforcement and other governmental agencies will only be upon specific statutory authorization or court order.
Middle schools are required to include accident reports, cumulative health records, daily attendance, disciplinary records, free lunch authorization, parent permission to participate in extramural activities, cumulative record folder, student data transmittal form, student permanent record card, and the teacher class record book.
Record Schedule
Textbook Inventory Listing
Description: Listing prepared annually by each school which reports current inventory of schools instructional materials supplied by the state
- Retention Period: Until superseded by new listing
Textbook Adoption List, Copies
Description: Listing of all textbooks adopted by State Board of Education
- Retention Period: Until superseded by new listing
Student Cumulative Education Record File
Description: Transcripts, shows date of birth, date of entrance, courses taken, grades received, and degrees granted
- Retention Period: 90 years after graduation
Description: Student health records, immunization
- Retention Period: 10 years from date of student's last attendance
Description: Federal program records
- Retention Period: 5 years after final expenditure report
Description: Other student records, including registration record, screening evaluation, counselor notes, correspondence, program participation
- Retention Period: 2 years after last attendance
Special Education Records
Description: Special Ed. confidential records must contain all IEP’s as long as student is in school, plus 5 years
- Retention Period: After completion of special services but not sooner than 5 years after completion of activities funded
Other Records
Description: Student disciplinary records
- Retention Period: 5 years after last entry, or 2 years after last attendance
Description: Guidance folder
- Retention Period: 5 years after last entry, or 2 years after last attendance
Description: Scholarship program records
- Retention Period: 1 year after award
Description: Employment certificate record
- Retention Period: Until student attains age 21
Description: Honor Society student records
- Retention Period: 1 year after end of school year
Description: School census records
- Retention Period: 1 year after end of school year
Description: Student’s attendance record
- Retention Period: 1 year after end of school year
Description: Students attendance exemption record
- Retention Period: Until student attains age 21
Description: Student’s absence record
- Retention Period: 1 year after end of school year
Description: Parent’s consent
- Retention Period: 2 years after close of school year or until student attains age 9
Description: Student accident and illness
- Retention Period: 1 year after end of school year
Description: Student organization records
- Retention Period: 6 years after date created
Description: Student fine receipts
- Retention Period: 3 years after close of fiscal year
Description: Parent -public survey P. l. 874
- Retention Period: 4 years
Athletic Program Records
Description: Activities and membership
- Retention Period: 6 years after date created
Description: Injury records, medical reports
- Retention Period: 10 years after date of last entry
Description: Records of coaches for various school sports
- Retention Period: Until reference value ends
Curriculum Records
Description: Curriculum catalogue or bulletin
- Retention Period: Permanent
Description: Approved curriculum variance application
- Retention Period: 10 years after approved
Description: Approved application of occupational ed curr.
- Retention Period: 1 year after curriculum discontinued
Description: Denied application for curriculum approval
- Retention Period: 1 year after end school year
Other Instruction Records
Description: Teacher’s lesson plan
- Retention Period: 2 years after close of school year
Description: Teacher’s class rolls, grade sheets
- Retention Period: 1 year after end of term
Description: Examination and test answer papers
- Retention Period: 2 years after close of school year
Description: State required district testing records Original to NM Dept. of Ed
- Retention Period: 2 years after close of school year
Description: Food Management And Child Nutrition
- Retention Period: 5 years after submission of final report, 7 years for Title I purposes
Description: School Administrative File
- Retention Period: 5 years after close of school year
Description: Calendar Of Events File
- Retention Period: Until obsolete
Description: Committees, Councils Files
- Retention Period: 5 years after end of school year
Description: Maintenance Service File
- Retention Period: 3 years after date of last entry
Description: Work Orders File
- Retention Period: 1 year after work completed, paper 2 years, electronic
Description: Membership Report File
- Retention Period: Permanent
Cross Ref.: Board Policy J.21
NSBA/NEPN Classification: EHB
Revised: May 1995
Revised: April 1996
Revised: May 1997
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.