RECORDS RETENTION AND DISPOSITION SCHEDULE



STANDARD-10. PROGRAM OPERATION RECORDS: ACADEMIC PROGRAM AND CURRICULUM RECORDSRecords concerning the development and administration of the local education agency’s curriculum and instruction, including special academic programs such as academically and intellectually gifted programs, driver’s education, education for students with disabilities, and vocational education.See also: Records concerning individual student enrollment and achievement are listed in Student Records.ITEM #STANDARD-10: PROGRAM OPERATION RECORDS: ACADEMIC PROGRAM AND CURRICULUM RECORDSRECORD SERIES TITLEDISPOSITION INSTRUCTIONSCITATIONCURRICULUM RECORDS XE "CURRICULUM RECORDS FILE" Records used to establish course requirements in various areas of study. May include records concerning philosophy and scope of programs and courses, approved instructional resources, objectives, methods of evaluation, handbooks, curriculum course guides, assessment guides, and testing guides.Retain in office major revisions to curriculum, philosophy and scope of programs and courses, assessment philosophy and methods, and other significant changes developed or initiated by the local education agency or board of education permanently.Destroy in office remaining records when superseded or obsolete.EDUCATIONAL PROGRAM FOLLOW-UP RECORDSFollow-up studies of former students of educational programs.Destroy in office after 5 years.Confidentiality:G.S. §115C-402EDUCATIONAL PROGRAM PLANSRecords concerning the development and implementation of a local education agency’s educational programs, including programs for academically gifted students, programs for children with disabilities, driver education programs, and vocational and technical programs. Does not include individual student records or information.Destroy in office after 5 years.SCHOOL LIBRARY/MEDIA CENTER RECORDS XE "SCHOOL LIBRARY/MEDIA CENTER RECORDS" Records concerning the management of school libraries and media centers. May include library material accession records; circulation records; holding catalogs; patron assistance, request, and complaint procedures; collection shelf lists; and records concerning payments made for late, damaged, or lost library materials.Destroy in office when superseded or obsolete.STANDARDIZED TEST ADMINISTRATION RECORDSRecords concerning the administration of standardized tests. Includes unused testing materials, proctor guidelines and reports, anonymized and aggregated testing data, and other related records.Destroy in office test materials according to directions from the Department of Public Instruction, Accountability Services Division.Destroy in office remaining records after 3 years.TEACHER LESSON PLANS XE "TEACHER LESSON PLANS" Records used by teachers for the classes or subjects they are teaching. File includes worksheets, discussion notes, non-standardized tests, problem-solving materials, and other related records used to obtain an instructional objective.Destroy in office when superseded or obsolete.STANDARD-11. PROGRAM OPERATION RECORDS: EXTRACURRICULAR PROGRAM RECORDSRecords concerning the administration of programs for students and parents not directly related to the granting of diplomas and certificates.See also: Records concerning individual student enrollment and achievement are listed in Student Records.ITEM #STANDARD-11: PROGRAM OPERATION RECORDS: Extracurricular Program RECORDSRECORD SERIES TITLEDISPOSITION INSTRUCTIONSCITATIONATHLETIC PROGRAM RECORDS XE "ATHLETIC PROGRAM RECORDS" Records concerning athletics programs. May include student eligibility records, physical exams, parental consent forms, waivers, application forms, entry forms, schedules, participation requirement forms, handbooks and forms produced by the North Carolina High School Athletic Association, and related records.Destroy in office after 2 years.*GUIDANCE RECORDS XE "GUIDANCE RECORDS" Records concerning counseling sessions held with students. File includes guidance and counseling records, scholarship and award information, records concerning student’s grades and course selection, and other related records.Destroy in office after 5 years.Confidentiality:G.S. §115C-402PARENT CONTACT AND CONFERENCE RECORDS XE "PARENT CONFERENCE RECORDS" Records concerning interactions, including correspondence and meetings, between parents/guardians and teachers and/or other school officials, including counselors and coaches. May include correspondence, including email; parent conference forms outlining reasons for conference and actions, if any, taken; and other related records.Destroy in office 1 year after student is no longer under teacher’s direct instruction.Confidentiality:G.S. §115C-402SCHOLARSHIP PROGRAM RECORDS XE "SCHOLARSHIP PROGRAM RECORDS" Records concerning student scholarships and honor societies. Files include scholarship applications, lists of eligible students, lists of winners and alternates, teacher evaluations and comments, and lists of students selected for National Honor Society membership.Destroy in office when reference value ends.?Agency Policy: Destroy in office after ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ???STUDENT BROADCAST RECORDS (AUDIO/VIDEO)Audio and video recordings of student television and radio broadcasts.Retain in office recordings with historical value permanently.Destroy in office remaining records after 1 year.STUDENT ELECTION RECORDS XE "STUDENT ELECTION RECORDS" Records concerning student elections for club officials, student government, pageant winners, resolutions, and similar school related polling.Destroy in office when reference value ends.? Agency Policy: Destroy in office after ________ _____ STUDENT ORGANIZATION RECORDS XE "STUDENT ORGANIZATION RECORDS" Records concerning student organizations at each school. File includes membership lists, records of activities, scrapbooks, student newspapers, minutes (when kept), and other related records.Retain in office records with obvious historical value permanently.Destroy in office remaining records when reference value ends.? Agency Policy: Destroy in office after ________ _____ STANDARD-12. PROGRAM OPERATION RECORDS: Individual schools’ and central office administrative recordsRecords created and maintained by individual school and central office staff in the performance of job-related activities.ITEM #STANDARD-12: PROGRAM OPERATION RECORDS: Individual schools’ and central office administrative recordsRECORD SERIES TITLEDISPOSITION INSTRUCTIONSCITATIONCentral Office Reports and DataReports and data compiled by LEA central offices from individual school reports or aggregated student data and submitted to state agencies or the General Assembly due to state or federal requirements.? File includes second month reports, school violence reports, principals’ monthly reports, salary information reports, and other related records; as well as reports required to be submitted per the terms of a grant.For reports and data submitted per the terms of a grant, follow disposition instructions for Grants in the General Schedule for Local Government Agencies.Destroy in office remaining records after 3 years.Retention Note: Individual reports and data may be permitted or required to be submitted through centralized electronic student data portals, depending on requirements issued by NCDPI.? In these cases, the retention periods apply to the local education agency’s instance of the data submitted through these portals.Confidentiality:G.S. §115C-402FIELD TRIP AUTHORIZATIONS XE "FIELD TRIP AUTHORIZATIONS" Records concerning the approval or disapproval for students to leave school on field trips. Authorizations list date of trip, purpose of trip, trip destination, trip itinerary, and other related information. Destroy in office after 1 year.STUDENT HANDBOOK XE "STUDENT HANDBOOK" Handbooks or similar records supplied to students at the beginning of each school year. Handbooks list attendance policy, disciplinary policies and procedures, graduation requirements, academic policies, and general school rules and regulations.Retain 1 copy in office permanently.Destroy remaining copies when reference value ends.? Agency Policy: Destroy in office after ________ _____ Teacher and Staff Allotment WaiversApplications to and waivers received from the State Board of Education to vary from standard allocations and allotments of teachers and staff in statutorily mandated positions.Destroy in office after 5 years.STANDARD-13. PROGRAM OPERATION RECORDS: OPERATIONS RECORDSRecords concerning support operations for public schools, including nutritional services and student transportation.ITEM #STANDARD-13: PROGRAM OPERATION RECORDS: Operations RecordsRECORD SERIES TITLEDISPOSITION INSTRUCTIONSCITATIONFOOD SERVICE PROGRAMS XE "FOOD SERVICE PROGRAMS" Records concerning food service programs. File includes daily meal production records, commodity inventory reports, analysis reimbursement/claim reports, verification reports, and other related records created according to U.S. Department of Agriculture regulations. Destroy in office after 3 years.*FREE AND REDUCED-PRICE MEALS APPLICATIONS XE "FREE AND REDUCED MEALS APPLICATIONS FILE" Applications for free and reduced-price meals completed by sponsor of applying student(s). Applications list names of household members, monthly income statements, signature and social security number of sponsor, and other related information.Destroy in office after 3 years.*Confidentiality:G.S. §115C-402G.S. §132-1.10(b)(5) G.S. §153A-148.1 SCHOOL BUS ROUTES XE "SCHOOL BUS ROUTES FILE" Records concerning routes taken by school buses. May include descriptions of routes, passenger lists, bus run reports, and other related records.Destroy in office after 3 years.SEAT BELT RECORDS XE "SEAT BELT FILE" Records concerning the use and installation of seat belts and other restraint systems in school buses. May include consent forms and similar records showing student’s name, bus number, date system requested, type of system requested, and signatures of school’s principal and student’s parent and/or guardian.Destroy in office when superseded or obsolete.STANDARD-14. PROGRAM OPERATION RECORDS: STUDENT RECORDS TC "STANDARD-8. PROGRAM OPERATIONRECORDS: STUDENT RECORDS" XE "STUDENT RECORDS" Records concerning individual enrollment and achievement of students in the schools administered by the local education agency.Custodians of records containing student identifiable information should be familiar with 20 USCA 1232g, the Family Educational and Privacy Rights Act. Provisions of this act governing access to students’ records and release of information from them should be applied along with applicable state statutes. Other legislation may exist that affects the maintenance, amendment, and/or disposition of student records. Custodians should educate themselves about such legislation in order to protect against unauthorized or improper disclosure.The following federal legislation contains requirements that may affect the retention periods of student educational records. They are provided to assist record custodians in the maintenance of student educational records. “Records” as defined in Section 99.3 of the Family Educational Rights and Privacy Act (34 CFR 99.3) regulations means any information or data recorded in any medium, including but not limited to, handwriting, print, tapes, film, microfilm, and microfiche. “Educational records” means records which (1) are directly related to the student and are maintained by an agency or institution or (2) by a party acting for the party or institution.I. Section 99.20 The Family Educational Rights and Privacy Act of 1974 (34 CFR 99.20): Request to Amend RecordsThe parent of a student or an eligible student who believes that information contained in the educational records of the student is inaccurate or misleading or violates the privacy or other rights of the student may request that the educational agency or institution that maintains the records amend them.The educational agency or institution shall decide whether to amend the education records of the student in accordance with the request within a reasonable period of time of receipt of the request.If the educational agency or institution decides to refuse to amend the education records of the student in accordance with the request, it shall so inform the parent of the student or the eligible student of the refusal and advise the parent or the eligible student of the right to a hearing under Section 99.21 (34 CFR 99.21).II. Section 300.624 Education of Individuals With Disabilities Education Act (34 CFR 300.624): Destruction of InformationThe public agency shall inform parents when personally identifiable information collected, maintained, or used under this part is no longer needed to provide educational services to the child.The information must be destroyed at the request of the parents. However, a permanent record of a student’s name, address, and phone number, his or her grades, attendance record, classes attended, grade level completed, and year completed may be maintained without time ment: Under Section 300.624, the personally identifiable information of a disabled child may be retained permanently unless the parents request it be destroyed. Destruction of records in accordance with an approved retention schedule is the best protection against improper and unauthorized disclosure. However, the records may be needed for other purposes. When informing parents of their rights under this section, educational agencies should remind them the information contained in the records may be needed by the child or the parents to qualify for future services or benefits. If the parents still request the information be destroyed, the educational agency may retain information described in (b).ITEM #STANDARD-14: PROGRAM OPERATION RECORDS: STUDENT RECORDSRECORD SERIES TITLEDISPOSITION INSTRUCTIONSCITATIONNORTH CAROLINA CUMULATIVE RECORDS XE "NORTH CAROLINA CUMULATIVE RECORDS" Cumulative record of students’ elementary and secondary educational career. File includes adequate student identification data including date of birth, attendance data, grading and promotion data, and such other factual information as may be deemed appropriate by the local board of education having jurisdiction over the school wherein the record is maintained. File also includes notice of any long-term suspension or expulsion imposed pursuant to G.S. 115C-390.7 through G.S. 115C-390.11 and the conduct for which the student was suspended or expelled; record of receipt of health assessment transmittal form; and information on disclosure of student records, including student health records, to certain third parties under the Family Educational Rights and Privacy Act (FERPA).Retain in office permanently date of birth, attendance data, grading and promotion data, and such other factual information as may be deemed appropriate by the local board of education. Destroy in office suspension or expulsion notices in accordance with G.S. §115C-402. Transfer records of students who transfer to [another public school in North Carolina?] to the school receiving the transfer.Destroy in office remaining records when individual retention periods are reached as noted in individual items in the Records Retention and Disposition Schedule.Retention Note: It is recommended that permanent records be microfilmed 2 years after the student graduates or would have graduated. Records should be microfilmed to state standards established by the State Archives of North Carolina. Paper records that have been microfilmed may be destroyed if the microfilm has been verified and quality control procedures completed. Retain microfilm copy of records permanently. Transcript data stored in PowerSchool does not constitute a sufficient permanent record according to the Department of Public Instruction. Charter schools that close should transfer all cumulative records to the district that would have had jurisdiction over them if they were managed as a traditional public school.Authority:G.S. §115C-402 Confidentiality:G.S. §115C-402Retention:G.S. §115C-402APPLICATION RECORDSApplications to attend selective schools such as magnet schools, early college programs, year-round schools, and charter schools. Post appropriate information for students selected to attend to the student’s cumulative record according to guidance issued by the local board of education.Destroy in office remaining records 2 years after final enrollment.Confidentiality:G.S. §115C-402ATTENDANCE Records XE "STUDENT ATTENDANCE (SCHOOL) FILE" Records showing each student’s daily, weekly, monthly, and/or yearly school attendance. File includes check-in/check-out logs documenting tardy arrivals and early departures, individual classroom attendance reports, and centralized records compiled by the school or district. Post appropriate information to student’s cumulative record according to guidance issued by the local board of education. Destroy in office classroom attendance records after 1 year.Destroy in office school and district attendance records after 5 years.Confidentiality:G.S. §115C-402CLASSWORK RECORDS XE "STUDENT CLASSWORK RECORDS" Records created and used by students in the classroom. File includes non-standardized test responses, term papers, completed homework assignments, completed assignment books, notebooks, and other class work or tutoring-related records.Destroy in office after 1 year if not returned to student.Confidentiality:G.S. §115C-402DISCIPLINE RECORDS XE "STUDENT DISCIPLINE RECORDS" Records used to report and review adverse student behavior. File includes violent incident reports; discipline profile reports; disciplinary action plans; classroom detention notices; in-school and out-of-school suspension records; correspondence, including email, between parents and/or guardians and school personnel; supporting records describing student’s behavior; facts and circumstances surrounding incident; and actions taken by school officials and/or law enforcement officers. See also North Carolina Cumulative RecordsDestroy in office after 5 years.Confidentiality:G.S. §115C-402DRIVER EDUCATION ELIGIBILITY AND ENROLLMENT RECORDSRecords concerning students’ eligibility to obtain learner’s permits or provisional driver’s licenses. File includes driving eligibility certificates, driving eligibility hardship request forms and supporting documents, permit or license revocation letters, student driver time sheets, driver education completion certificates, and other related records.Post appropriate information to student’s cumulative record according to guidance issued by the local board of education.Destroy in office remaining records when student reaches 18 years of age or obtains a high school diploma or its equivalent, whichever occurs first.Confidentiality:G.S. §115C-402EDUCATIONAL PROGRAM PLACEMENT RECORDSRecords concerning the placement of students in educational programs. May include student evaluations, aptitude tests, performance records and reports, apprenticeship and cooperative placement records, and other related information. Does not include placement records for children with disabilities or driver education programs.See also DRIVER EDUCATION ELIGIBILITY RECORDSand SPECIALLY DIFFERENTIATED INSTRUCTION FOR CHILDREN WITH DISABILITIES RECORDSDestroy in office after 5 years.Confidentiality:G.S. §115C-402ENROLLMENT/WITHDRAWAL RECORDS XE "STUDENT ENTRY/WITHDRAWAL RECORDS" Records showing when students enroll in or withdraw from school, including transfers to other schools or districts. File includes student information sheets and withdrawal forms listing student’s name, family data, identification numbers, entry/withdrawal codes, reason for withdrawal or transfer, current grade level, grades and absences to date, and signatures of school personnel.Destroy in office after 3 years.Confidentiality:G.S. §115C-402GRADES XE "STUDENT GRADE RECORDS (SCHOOL)" Schools and classrooms’ records showing individual students’ grades. Includes teacher grade books, progress reports, grade reports for each grading period for the school year, semester or midterm averages, student’s final grades, and whether promoted or held back. File also includes student report cards and marks gathering forms.Post appropriate information to student’s cumulative record according to guidance issued by the local board of education. Destroy in office classroom grade records after 1 year.Destroy in office school and district grade records after 5 years.Confidentiality:G.S. §115C-402HEALTH ASSESSMENT FORMS XE "HEALTH RECORDS: KINDERGARTEN HEALTH ASSESSMENT FORMS" Health assessment transmittal forms and physician records required to be submitted to schools as a condition of the student’s enrollment, and used by school medical staff as a baseline to develop student health records. File includes student identifying information, prescribed medications, student allergy information, medical dietary restrictions, vision and hearing screening information, and other health-related recommendations to enhance the student’s performance.Destroy in office after 1 year.Authority:G.S. 130A-440G.S. 130A-441Confidentiality:G.S. §115C-402Health Care PlansRecords documenting planned health care for individual students, especially those with health conditions; such as emergency action plans, asthma action plans, nursing plans of care, and health-related 504 accommodation plans.? Does not include physicians’ orders or actions taken to provide the student with care.Destroy in office plans for students whose care is funded by Medicaid 10 years after superseded or obsolete.*Destroy in office remaining records when superseded or obsolete.Confidentiality:G.S. §115C-402Health RecordsRecords documenting medical care given to students. Includes physicians’ orders, medical permissions, medication authorizations and administration logs, treatment orders, diet orders, outside medical records, and other related records.Destroy in office outside medical records not relevant to providing care or accommodation in school immediately.Destroy in office remaining records when student reaches 30 years of age and has not received services in 10 years,* whichever is later.Confidentiality:G.S. §115C-402Immunization RecordsDestroy in office when student is no longer enrolled in the school.Authority:G.S. 130A-155PARENTAL AUTHORIZATION RECORDS XE "EMERGENCY NOTIFICATION RECORDS" Records concerning parental permissions granted and denied to the school. Includes authorized emergency contacts, field trip consents, recusal from optional class material, names of persons allowed to remove student from school, and other related records.Destroy in office when superseded or obsolete.Confidentiality:G.S. §115C-402REGIONAL ARTICULATION PLACEMENT RECORDS XE "REGIONAL ARTICULATION PLACEMENT RECORDS" Records used to report a student’s completion of course work eligible for credit at an area college or university.Destroy in office 2 years after graduation.Confidentiality:G.S. §115C-402SPECIALLY DIFFERENTIATED INSTRUCTION FOR CHILDREN WITH DISABILITIES RECORDSRecords concerning the identification and accommodation of children with disabilities who are eligible for specially differentiated instruction. Includes assessments and medical reports, individual education plans (IEPs) and forms, multidisciplinary team reports, and screening, placement, referral, and parental consent and notification forms.Notify parents, guardians, surrogate parents, or eligible students when records are no longer needed to provide educational services to the child. Destroy records on request of the individuals notified.Destroy in office remaining records 5 years after student is no longer receiving specially differentiated instruction.Retention Note: The parent, guardian, surrogate parent, or eligible student must be notified prior to destruction of personally identifiable information so copies of records can be provided if desired.Retention: 34 CFR §300.624Confidentiality: G.S. §115C-402STANDARDIZED TEST RESPONSES AND SCORESStudent test responses and scores to standardized tests administered by schools.Post appropriate information to student’s cumulative record according to guidance issued by the local board of education.Destroy in office student answer documents for all tests, containing responses and modified versions, six months after test scores are returned. Destroy test scores after 3 years.Confidentiality:G.S. §115C-402STUDENT INFORMATION DISCLOSURE RECORDS XE "STUDENT INFORMATION DISCLOSURE RECORDS" Logs and records concerning access to and disclosure of confidential student information, including health information. Includes name of party to whom information was released and the reason for the disclosure.Destroy in office records concerning disclosures made to parent, guardian, or eligible student; authorized school officials; and parties seeking directory information or acting in compliance with a sealed subpoena; when reference value ends.?Agency Policy: Destroy in office after ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ??? ???Retain all other disclosures in the student’s cumulative record permanently.Authority:34 CFR 99.32Retention:34 CFR 99.32STUDENT SCHEDULING RECORDS XE "STUDENT SCHEDULING RECORDS" Records and reports documenting a student’s course selection and timetables. File includes course load by student reports, timetable reports, course selection and verification reports and slips, student scheduling reports and similar records.Destroy in office when superseded or obsolete.Confidentiality:G.S. §115C-402STUDENT SELECTION RECORDSRecords documenting the selection of students at selective schools such as magnet schools, early college programs, year-round schools, and charter schools.Retain selection criteria in office permanently.Destroy in office remaining records 2 years after final enrollment.Confidentiality:G.S. §115C-402 ................
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