Albuquerque Public Schools
PE18 Records Retention and Disposition Schedule
This Records Retention and Disposition 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.
| 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Until superseded by new listing |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Until superseded by new listing |
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| 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
This page was last updated on:
December 9, 2009.