Office of Superintendent of Public Instruction Records
Office of Superintendent of Public Instruction Records Retention Schedule
Version 2.0 (October 2020)
This schedule applies to: Office of Superintendent of Public Instruction
Scope of records retention schedule
This records retention schedule authorizes the destruction/transfer of the public records of the Office of Superintendent of Public Instruction relating to the
unique functions of overseeing K-12 public education, working with school districts to administer basic education program, and implement education reform.
The schedule is to be used in conjunction with the State Government General Records Retention Schedule (SGGRRS), which authorizes the destruction/transfer of
public records common to all state agencies.
Disposition of public records
Public records covered by records series within this records retention schedule (regardless of format) must be retained for the minimum retention period as
specified in this schedule. Washington State Archives strongly recommends the disposition of public records at the end of their minimum retention period for the
efficient and effective management of state resources.
Public records designated as ¡°Archival (Permanent Retention)¡± must not be destroyed. Records designated as ¡°Archival (Appraisal Required)¡± must be appraised
by the Washington State Archives before disposition. Public records must not be destroyed if they are subject to ongoing or reasonably anticipated litigation. Such
public records must be managed in accordance with the agency¡¯s policies and procedures for legal holds. Public records must not be destroyed if they are subject
to an existing public records request in accordance with chapter 42.56 RCW. Such public records must be managed in accordance with the agency¡¯s policies and
procedures for public records requests.
Revocation of previously issued records retention schedules
All previously issued records retention schedules to the Office of Superintendent of Public Instruction are revoked. The Office of Superintendent of Public
Instruction must ensure that the retention and disposition of public records is in accordance with current, approved records retention schedules.
Authority
This records retention schedule was approved by the State Records Committee in accordance with RCW 40.14.050 on October 7, 2020.
Signature on File
___________________________________________________________________________________________________________________________________________________________
For the State Auditor:
Al Rose
Signature on File
Signature on File
-
___________________________________________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________________________________________
For the Attorney General:
Suzanne Becker
For the Office of Financial Management:
Gwen Stamey
The State Archivist:
Steve Excell
Page 1 of 65
Office of Superintendent of Public Instruction Records Retention Schedule
Version 2.0 (October 2020)
REVISION HISTORY
Version
Date of Approval
Extent of Revision
1.0
September 5, 2012
Consolidation of all existing disposition authorities (with major revisions to Apportionments and some other minor
revisions).
1.1
December 5, 2012
Minor revisions to Equity and Civil Rights and School Financial Services sections.
1.2
September 18, 2013
Added five (5) new record series, consolidated and updated Assessments and Child Nutrition sections.
1.3
September 3, 2014
Added (2) more series, minor revisions to Development Sets ¨C Grades K-12, consolidation and revisions to
Administrative Resources and Office of Professional Practices.
1.4
September 2, 2015
Major revision to Professional Certification section and minor revision to Assessment and Student Information
section.
1.5
June 29, 2016
2.0
October 7, 2020
Revised E-Rate series, discontinued Office 222 Information Technology Services.
Major revision of entire schedule.
For assistance and advice in applying this records retention schedule,
please contact the Office of Superintendent of Public Instruction¡¯s Records Officer
or Washington State Archives at:
recordsmanagement@sos.
Page 2 of 65
Office of Superintendent of Public Instruction Records Retention Schedule
Version 2.0 (October 2020)
TABLE OF CONTENTS
1.
ACCREDITATION AND SCHOOL APPROVALS .............................................................................................................................................. 5
2.
ASSESSMENT ADMINISTRATION AND DEVELOPMENT ............................................................................................................................... 9
2.1
2.2
2.3
2.4
2.5
ALTERNATIVE ASSESSMENTS ........................................................................................................................................................................................... 9
ASSESSMENT RESEARCH ................................................................................................................................................................................................ 12
DEVELOPMENT ............................................................................................................................................................................................................... 13
TESTING MATERIALS ...................................................................................................................................................................................................... 15
TEST RESULTS ................................................................................................................................................................................................................. 16
3.
CURRICULUM AND K-12 LEARNING STANDARD DEVELOPMENT .............................................................................................................. 18
4.
EDUCATION ADMINISTRATION SUPPORT SERVICES ................................................................................................................................ 20
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
APPEALS ......................................................................................................................................................................................................................... 20
COMPLIANCE MONITORING .......................................................................................................................................................................................... 21
CERTIFICATION AND TRAINING ...................................................................................................................................................................................... 24
MISCONDUCT/DISCIPLINE/GRIEVANCES........................................................................................................................................................................ 29
PROGRAM ADMINISTRATION ........................................................................................................................................................................................ 33
REPORTING..................................................................................................................................................................................................................... 40
SCHOOL BUS MANAGEMENT ......................................................................................................................................................................................... 43
SCHOOL DESIGN AND CONSTRUCTION .......................................................................................................................................................................... 45
SCHOOL FINANCIAL MANAGEMENT .............................................................................................................................................................................. 48
5.
ELECTION ADMINISTRATION................................................................................................................................................................... 56
6.
LEGACY RECORDS ................................................................................................................................................................................... 57
Page 3 of 65
Office of Superintendent of Public Instruction Records Retention Schedule
Version 2.0 (October 2020)
GLOSSARY ......................................................................................................................................................................................................... 58
INDEXES ............................................................................................................................................................................................................ 61
Page 4 of 65
Office of Superintendent of Public Instruction Records Retention Schedule
Version 2.0 (October 2020)
1.
ACCREDITATION AND SCHOOL APPROVALS
This section covers records relating to accrediting and approving schools and non-public agencies.
DISPOSITION
AUTHORITY
NUMBER (DAN)
94-02-52854
Rev. 2
DESCRIPTION OF RECORDS
Accreditation Files
Records relating to the accreditation of state schools.
Includes, but is not limited to:
?
?
?
91-10-49235
Rev. 1
School improvement plans;
Visiting teams reports;
Three year follow up information.
Preschool Accreditation Files
Records relating to the accreditation of preschool programs.
Includes, but is not limited to:
?
?
?
?
1. ACCREDITATION AND
SCHOOL APPROVALSS
Applications;
Approval forms and/or signed agreements;
Monitoring and auditing reports;
Related correspondence/communications.
RETENTION AND
DISPOSITION ACTION
Retain for 6 years after end
of school year
then
Transfer to Washington State
Archives for permanent
retention.
Retain for 6 years after end
of calendar year
then
Destroy.
DESIGNATION
ARCHIVAL
(Permanent Retention)
NON-ESSENTIAL
OPR
NON-ARCHIVAL
NON-ESSENTIAL
OPR
Page 5 of 65
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