Student Records

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

STUDENT CUMULATIVE RECORDS

TITLE 14 Education 200 Administration and Operations

252 Required Educational Records and Transfer and Maintenance of Educational Records

1.0 Definitions: The following words and terms, when used in this regulation, shall have the following meaning unless the context states otherwise:

“Court Orders” shall mean any written direction from a court of competent jurisdiction directed to the student or affecting the student’s care or custody.

“Discipline Record” shall mean information about any and all periods of out of school suspension or of expulsion from the regular school setting imposed on a student as a result of an infraction of the school or district’s code of conduct or other rules.

“Emergency Treatment Card” shall mean the card containing the general emergency information and procedures for the care of a student when the student becomes sick or injured in school as required in 14 DE ADMIN CODE 811.1.1

“Identifying Data” shall mean the name of the student, date of birth, sex, race/ethnicity, address, telephone number, Delaware student identification number and the name of the parent(s), guardian(s) or Relative Caregiver.

“Progress Report” shall mean a single record maintained for each student in kindergarten through grade 8 that contains end of year and up to date grades; standardized test(s) scores such as the DSTP and attendance data for each year of the student’s attendance.

“School Health Record” shall mean the form required by 14 DE ADMIN CODE 811.2.0 for Delaware public school students.

“Student Transcript” shall mean a single record maintained for each student in grades 9 and above that contains the following: end of year and up to date grades; credits earned; class rank; Grade Point Average (GPA); withdrawal or graduation date; standardized test (s) scores such as the DSTP, SAT, PSAT, ACT; attendance data and school activities. If applicable, a list of the career-technical competencies achieved by a student enrolled in a specific career-technical program shall also be included.

2.0 Education Records Required by Schools in Delaware

2.1 Each Delaware school shall maintain a Cumulative Record File either as an electronic or paper file for each student enrolled.

2.1.1 The student Cumulative Record File shall contain the Emergency Treatment Card, Identifying Data, School Health Record, Progress Report, Student Transcript (for students in grades 9 and above) and Discipline Record.

2.1.2 The student Cumulative Record File shall also contain any Court Orders in the school or district’s possession, to the extent the school or district maintains such documents for an individual student.

2.1.3 In addition, the Cumulative Record File for a child with a disability as defined in 14 DE ADMIN CODE 925 shall contain any records related to the identification, evaluation, placement, and provision of a free appropriate public education. Such documents may be collected and maintained separately.

3.0 Transfer Of The Records Of Public School And Private Schools Students

3.1 When a student transfers from a public school, private school or an educational program operated by the Department of Services for Children Youth and Their Families to any other school in Delaware, the receiving school shall immediately request the Cumulative Record File from the sending school or program.

3.2 The Cumulative Record File shall follow each student transferred from one school to another including files for each student with disabilities transferred from one school to another.

3.2.1 Public schools, school districts, private schools and educational programs operated by the Department of Services for Children Youth and Their Families shall promptly transfer a student’s Cumulative Record File upon the request of a receiving school.

3.2.2 Unpaid student fees or fines shall not be a basis for a public school, school district or an educational program operated by the Department of Services for Children Youth and Their Families to deny or to delay transfer of the Cumulative Record File.

3.2.3 Students shall not be denied enrollment into a public school on the grounds that the student’s Cumulative Record File has not been received.

3.3 Before transferring student records, a public school, school district or private school shall specifically confirm that the Cumulative Record File contains the student’s Discipline Record.

3.4 When students transfer to a Delaware school from any other school including a school in a foreign country the receiving school is responsible for having the transcripts evaluated.

4.0 Maintenance Of The Education Records Of Public Schools

4.1 The Delaware School District General Records Retention Schedule published by the Delaware Public Archives shall be followed as to the length of time and special considerations for the maintenance of education records.

4.2 Contracts for storage of student records of graduates, withdrawals and special education students for district storage, shall be initiated between the school district and the Delaware Public Archives.

4.3 The Cumulative Record Files for students who have graduated from or who left school prior to graduation from high school shall be stored at the school or district of last attendance or in the Delaware Public Archives.

5.0 Destruction Of Education Records Of Public Schools

5.1 The Delaware School District General Records Retention Schedule published by the Delaware Public Archives shall be followed as to the length of time and special considerations for the destruction of any education records.

5.2 The destruction of educational records of children with disabilities shall also comply with the requirements of 14 DE Admin Code 925. 8 DE Reg. 1112 (2/1/05)

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-001	STUDENT CUMULATIVE RECORDS K-12 / TRANSFER, WITHDRAWAL, OR DROP (PUBLIC, CHARTER, VOCATIONAL SCHOOLS)	Record / Info Copy	Local School / Guidance Office	CONF	ONE HUNDRED YEARS	Retain at agency through the end of each school year after transfer, withdrawal, or drop; purge according to approved purge list (Page #71); transfer to Delaware Public Archives for duration of retention period; destroy. NOTE: EFFECTIVE 2/2005 HEALTH RECORDS AND DISCIPLINE RECORDS SHALL BE INTERFILED WITH THE STUDENT CUMULATIVE RECORDS AT THE TIME OF GRADUATION OR WITHDRAWAL. Title 14 Education 200 Administration and Operations 252 Required Educational Records and Transfer and Maintenance of Educational Records NOTE: FOR THOSE SCHOOLS THAT HAVE NOT TRANSFERRED STUDENT CUMULATIVE RECORDS, HEALTH RECORDS OR DISCIPLINE RECORDS PRIOR TO THE 2004-2005 SCHOOL YEAR, THOSE RECORDS WILL ALSO HAVE TO BE COMBINED BEFORE TRANSFERRING TO THE DELWARE PUBLIC ARCHIVES. Revised 2006

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS- 002	STUDENT CUMULATIVE RECORDS / GRADUATES (PUBLIC, CHARTER, VOCATIONAL SCHOOLS)	Record / Info Copy	Local School /Guidance Office	CONF	ONE HUNDRED YEARS	Retain at agency through the end of each school year after transfer, withdrawal, or drop; purge according to approved purge list (Page #71); transfer to Delaware Public Archives for duration of retention period; destroy. NOTE: EFFECTIVE 2/2005 HEALTH RECORDS AND DISCIPLINE RECORDS SHALL BE INTERFILED WITH THE STUDENT CUMULATIVE RECORDS AT THE TIME OF GRADUATION OR WITHDRAWAL. Title 14 Education 200 Administration and Operations 252 Required Educational Records and Transfer and Maintenance of Educational Records NOTE: FOR THOSE SCHOOLS THAT HAVE NOT TRANSFERRED STUDENT CUMULATIVE RECORDS, HEALTH RECORDS OR DISCIPLINE RECORDS PRIOR TO THE 2004-2005 SCHOOL YEAR, THOSE RECORDS WILL ALSO HAVE TO BE COMBINED BEFORE TRANSFERRING TO THE DELWARE PUBLIC ARCHIVES. Revised 2006

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION		CONF		TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-003	STUDENT CUMULATIVE RECORDS / VOCATIONAL-TECHNICAL
	A. Graduates and Withdrawals							NOTE: Use Series #GSS-001 and GSS-002.
	B. Time Share Student Cumulative Records	Record Copy		Vo-Tech		CONF	ONE HUNDRED YEARS	Retain at agency after graduation, transfer, withdrawal or drop; transfer originals to Delaware Public Archives for 100 yrs; destroy.
		Info Copy		Home School		CONF	ONE HUNDRED YEARS	NOTE: The home school only records attendance at Vo-Tech, total credits earned and grade average.
	C. Competency Sheets Individual competency ratings in various areas of skills directly relating to the trade, personal social skill ratings, and grades achieved.	Record Copy		Vo-Tech		CONF	ONE HUNDRED YEARS	Retain at agency after graduation, transfer, withdrawal, or drop; transfer originals to Delaware Public Archives for 100 yrs; destroy. NOTE: Competency Sheets are not maintained in the cumulative folder nor was the information sent to the home school.
	D. Cosmetology Student Cumulative Records Course credit hours completed by each student.	Record Copy		Vo-Tech		CONF	ONE HUNDRED YEARS	Retain at agency after graduation, transfer, withdrawal, or drop; transfer to Delaware Public Archives for 100 yrs; destroy.
								Revised 2006

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-004	SPECIAL EDUCATION Documents information on students enrolled in Special Education programs. Includes a file folder for each special Ed student containing referral forms, parental consent, testing results, Individualized Education Program (IEP), and including support documentation IEP Team Minutes, psychological reports, hearing and vision test results, classroom observation, re-evaluation data, MDT meeting minutes, notice of meetings, and dismissal forms.	Record Copy	Local School	CONF.	ONE HUNDRED YEARS	Retain at agency 3 yrs. after graduation, transfer, or withdrawal, attaining the age of 21 or termination of service; successful audit; notify parents or students (18 or older); purge according to approved purge list, (Page #72); transfer to State Records Center for 97 yrs.; destroy. 34CFR 76.730 and 731 NOTE: When grant support is continued or renewed at annual or other intervals, the retention period for the records of funding period starts on the day grantee or sub-grantee submits to the awarding agency its single or last expenditure report for that period. However; if grant support is continued or renewed quarterly, the retention period for each year’s records starts on the day the grantee submits its expenditure report for the last quarter of the Federal Fiscal Year. In all other cases the retention period starts on the day the grantee submits its final expenditure report. If an expenditure report has been waived, the retention period starts on the day the report would have been due. 34CFR Subtitle A Section 80.42
GSS-004A	STUDENT SPEECH FILES Information documented on students enrolled in speech therapy. Includes a file on each student, which may contain the following: referral forms, parental consent, testing results, Individual Evaluation Program (IEP).	Record Copy	Local School	CONF.	THREE YEARS AFTER CLOSE OF CASE; SUCCESSFUL AUDIT	Retain at agency 3 yrs. after close of case; successful audit destroy.

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-005	STUDENT HEALTH RECORDS Record of all health data. Contains the following information: Student name, parents, family physician, dentist, school attending, any illness or health problems, injuries, immunization record, vision testing, hearing testing, referral and tests, physical examination, conferences, long term medication, and student health history update.	Info and Record Copy	Local School	CONF	ONE HUNDRED YEARS	See Series GSS-001, 002, 003 and 004 for health records retention. NOTE: EFFECTIVE 2/2005 HEALTH RECORDS SHALL BE INTERFILED WITH THE STUDENT CUMULATIVE RECORDS AT THE TIME OF GRADUATION, WITHDRAWAL OR TRANSFER. Title 14 Education 200 Administration and Operations 252 Required Educational Records and Transfer and Maintenance of Educational Records. NOTE: FOR THOSE SCHOOLS THAT HAVE NOT TRANSFERRED STUDENT CUMULATIVE RECORDS, AND HEALTH RECORDS PRIOR TO THE 2004-2005 SCHOOL YEAR, WILL ALSO BE REQUIRED TO INTERFILE THE HEALTH RECORDS WITH THE STUDENT CUMULATIVE RECORDS BEFORE TRANSFERRING TO THE DELAWARE PUBLIC ARCHIVES. STUDENT HEALTH RECORDS PREVIOUSLY STORED AT THE DELAWARE PUBLIC ARCHIVES UNDER THE 25 YEAR RETENTION WILL BE RETAINED FOR THE 100 YEARS. Revised 2006
GSS-006	PSYCHOLOGICAL PROTOCOL FILES Reference materials relating to performing psychological evaluations of students.	Info and Record Copy	Local School	CONF.	UNTIL UPDATED	Retain at agency until updated; destroy.
GSS-007	STUDENT EDUCATIONAL PROFILE Documents relate to determining need for psychological evaluation of students.	Info and Record Copy	Local School	CONF.	SEE RECOMMEND-ED ACTION	Retain at agency. If student is placed in Special Ed Program, file in Special Ed student cumulative folder (Series #GSS-004). If student is not placed in Special Ed, retain 3 yrs.; destroy.

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION		COPY	LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-008		PSYCHOLOGICAL STUDENT REPORT FILE Documents recording results of psychological evaluations of students referred for testing. Includes referrals, and report of results. Also may include parental permission.	Info and Record Copy	Local School	CONF.	SEE RECOMENDED ACTION	Retain at agency. If student is placed in Special Ed Program, file in Special Ed student cumulative folder (Series GSS-004). If student is not placed in Special Ed, retain 3 yrs.; destroy.
GSS-009	NURSES DAILY LOG Documentation of all health room visits involving illness or injury for each student when the school nurse has administered care. Contains the following information: Name of student, grade, teacher, time in, time out, complaint/treatment, disposition, screening, physical exams, parent conferences, daily medication sheets/logs, eye, hearing, vision screening test, and any presentations made.		Info and Record Copy	Local School	CONF.	TWENTY-FIVE YEARS	Retain at agency 2 yrs.; transfer to State Records Center for 23 yrs. destroy.

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-010	EMERGENCY TREATMENT DATA CARE/FORM Card/form completed by parent/legal guardian for notification in case of emergency. Parent consent for treatment, surgery, diagnostic procedures, etc., in the event that parents cannot be reached. (Renewed Annually)	Info and Record Copy	Local School	CONF.	ONE HUNDRED YEARS	See Series GSS-001, 002, 003 and 004 for health records retention. NOTE: EFFECTIVE 2/2005 MOST CURRENT EMERGENCY TREATMENT DATA CARE/FORM SHALL BE INTERFILED WITH THE STUDENT CUMULATIVE RECORDS AT THE TIME OF GRADUATION, WITHDRAWAL OR TRANSFER. Title 14 Education 200 Administration and Operations 252 Required Educational Records and Transfer and Maintenance of Educational Records. NOTE: FOR THOSE SCHOOLS THAT HAVE NOT TRANSFERRED STUDENT CUMULATIVE RECORDS, AND HEALTH RECORDS PRIOR TO THE 2004-2005 SCHOOL YEAR, WILL ALSO BE REQUIRED TO INTERFILE THE HEALTH RECORDS WITH THE STUDENT CUMULATIVE RECORDS BEFORE TRANSFERRING TO THE DELAWARE PUBLIC ARCHIVES. STUDENT HEALTH RECORDS PREVIOUSLY STORED AT THE DELAWARE PUBLIC ARCHIVES UNDER THE 25 YEAR RETENTION WILL BE RETAINED FOR THE 100 YEARS. Revised 2006
GSS-011	DUE PROCESS HEARING OR COMPLAINT FILES Documents relate to requesting a due process hearing and includes summary of evidence, hearing transcript decision of hearing officer and related papers.	Info Copy Record Copy	District Office Local School Dept. of. Education	CONF. CONF.	FIVE YEARS AFTER GRADUATION TRANSFER OR WITHDRAWAL PERMANENT	Retain at agency 5 yrs. after graduation, transfer, or withdrawal; destroy. (34CFR 76.734)

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-012	STUDENT DISCIPLINE RECORD A. Information about any and all periods of out of school suspension or of expulsion from the regular school setting imposed on a student as a result of an infraction of the school or district’s code of conduct or other rules.	Info and Record Copy	Local School	CONF	ONE HUNDRED YEARS	See Series GSS-001, 002, 003 and 004 for discipline records retention. NOTE: EFFECTIVE 2/2005 DISCIPLINE RECORDS SHALL BE INTERFILED WITH THE STUDENT CUMULATIVE RECORDS AT THE TIME OF GRADUATION, WITHDRAWAL OR TRANSFER. Title 14 Education 200 Administration and Operations 252 Required Educational Records and Transfer and Maintenance of Educational Records. NOTE: FOR THOSE SCHOOLS THAT HAVE NOT TRANSFERRED STUDENT CUMULATIVE RECORDS, AND DISCIPLINE RECORDS PRIOR TO THE 2004-2005 SCHOOL YEAR, WILL ALSO BE REQUIRED TO INTERFILE THE DISCIPLINE RECORDS WITH THE STUDENT CUMULATIVE RECORDS BEFORE TRANSFERRING TO THE DELAWARE PUBLIC ARCHIVES. STUDENT DISCIPLINE RECORDS PREVIOUSLY STORED AT THE DELAWARE PUBLIC ARCHIVES UNDER THE 50 YEAR RETENTION WILL BE RETAINED FOR THE 100 YEARS. Revised 2006
	B. NON-OUT OF SCHOOL SUSPENSION Non-mandatory reporting offenses/infractions. In-school suspension or detention.	Info and Record Copy	Local School	CONF	ONE YEAR	Retain at agency 1 yr; destroy.
GSS-013	GRADUATE, CLASS RANKING, AND DROPOUT LISTS Includes documents listing graduates, sometimes by class ranking, and dropouts.	Info and Record Copy	Local School/ District Office	CONF.	PERMANENT	Retain at agency 2 yrs. after graduation, transfer, or withdrawal; film; destroy originals. Retain film permanently at Archives.

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-014	STUDENT EARLY RELEASE AND TARDINESS FROM SCHOOL Documentation relating to early release and tardiness of students during normal operating days, i.e., work, medical, etc. May include related correspondence, parent notes, log sheets or other documents verifying absence.	Info and Record Copy	Local School		THREE YEARS	Retain at agency through school yr.; transfer to State Records Center for 2 yrs.; destroy.
GSS-015	STUDENTS SCHOLASTIC APTITUDE Files relate to administering the SAT to high school seniors planning to attend college and usually includes a summary report, comparative listing, and explanatory information.	Info Copy Record Copy	District Office/Local School Dept. of Education		FOUR YEARS PERMANENT	Retain at agency 4 yrs.; destroy. NOTE: Individual test scores (See Student Cumulative Record Series #GSS-001, 002, 003, 004)
GSS-016	STANDARDIZED ACHIEVEMENT TEST FILE Documents relate to administering tests and comparing results and student performance. Includes procedures for administering the test, summary data for each school and the school system. Also included may be briefing materials such as overhead transparencies.	Info and Record Copy	Local School/ District Office		UNTIL UPDATED	Retain at agency until updated; destroy.
GSS-017	STUDENT COUNSELING CONFIDENTIAL FILES Documents relate to counseling students and include personal documents useful for that purpose such as test results, information about students (family, hobbies, goals, and aspirations), correspondence, and related documents.	Info and Record Copy	Local School	CONF.	TWO YEARS AFTER GRADUATION, TRANSFER, OR WITHDRAWAL	Retain at agency 2 yrs. after graduation, transfer, or withdrawal; destroy.

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-018	SCHOOL SOCIAL WORKER (VISITING TEACHER) CASE FILES Documents relate to referring and correcting problems of excessive student absenteeism. Includes referral form, notes, memos, related information showing current status, and related correspondence.	Info and Record Copy	Local School	CONF	SEE RECOMENDED ACTION	Retain at agency 2 yrs. after graduation, transfer, or withdrawal; destroy. NOTE: If a student transfers to another school in the system, transfer to receiving school social worker.
GSS-019	STUDENT GRADE DISTRIBUTION AND FAILURE REPORT FILE Document relating to reporting student grades and attendance to schools for diagnostic and monitoring purposes.	Info and Record Copy	Local School/ District Office		THREE YEARS	Retain at agency 3 yrs.; destroy.
GSS-020	DELAWARE MEDICAL ASSISTANCE PROGRAM (DMAP) / CHILDREN’S SERVICES COST RECOVERY PROJECT (CSCRP) Documents that substantiate a Medicaid claim for items and services rendered to eligible Medicaid recipients. These files must contain the following minimum information: Date of service, individual’s Name, treatment/services rendered, specific amount, duration and type of service provided by a qualified professional/clinician and practitioner’s signature.	Info And Record Copy	Local School / Cost Recovery Specialist	CONF	FIVE YEARS	Retain at agency 5 yrs; destroy. Division of Social Services Certification and Policy Manual Provider Contract Title XIX of the Social Security Act Revised 2006

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY	LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-021	COOPERATIVE EMPLOYMENT STUDENT RECORDS Documentation on cooperative program. Contains Work Papers, Training Agreements, and Job Site Evaluations.	Info and Record Copy	Local School	CONF.	SEE RETENTION INSTRUCTIONS	Retain at agency through end of school year after graduation, withdrawal or transfer; destroy. Perkins Law 29CFR 570 Subpart G Fair Labor Standards Act, Child Labor Laws.
GSS-022	JAMES H. GROVES ADULT HIGH SCHOOL CUMULATIVE RECORDS Adult education program that enables students to receive a High School Diploma. Also includes General Education Diploma (GED). May contain the following documents: Registration, Application and Transcript information.	Info and Record Copy	Adult Education	CONF.	ONE HUNDRED YEARS	Retain at agency through the end of each school year after graduation, transfer withdrawal, or drop; purge according to approved purge list, transfer to State Records Center for 100 yrs.; destroy.
GSS-023	IN SCHOOL CREDIT PROGRAM (ALTERNATIVE PROGRAM) Adult Education program that offers students an alternative to earning needed credits to be eligible for graduation from their home school. They attend home school during the day and attend In School Credit program in addition to the home school classes. May contain the following documents: Registration Form, Attendance, course documentation and grades. Grades only are sent to the home school.	Info and Record Copy	Adult Education	CONF	ONE HUNDRED YEARS	Retain at agency through the end of each school year after graduation, transfer, withdrawal, or drop; transfer to State Records Center for 100 yrs.; destroy.

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY		LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-024	SCHOOL CHOICE APPLICATION FILES Files may contain the following: Application, notice to district of residence, and related correspondence.
	A. Approved Application Files		Info and Record Copy	Local School/ District Office	CONF	SEE RETENTION INSTRUCTIONS	Retain at school of choice and school of residence for 2 yrs, or until student graduates, transfers or withdraws; destroy.
	B. Disapproved Application Files		Info And Record Copy	Local School/ District Office	CONF	ONE YEAR OR UNTIL NEXT SUBMISSION DEADLINE	Retain at school of residence for 1 yr, or until next submission deadline; destroy. DE Code Title 14 Education Part I Free Public Schools Chapter 4 §401-414 Revised 2006
GSS-025	504 ACCOMMODATION PLANS Accommodations of individual student needs that have met the classification as a qualified handicapped individual under section 504 of the Rehabilitation Act of 1973. Plans may include but not limited to the following: Physical arrangements of room, lesson presentation, assignments /worksheets, testing, organization, behaviors, medication, special considerations, discipline, name of participants and case manager. Students qualified for accommodations may or may not be in Special Education.		Info and Record Copy	Local School	CONF	SEE RETENTION INSTRUCTIONS	Retain at agency through the end of each school year after graduation, transfer or withdrawal; file in Student Cumulative Record. (See Student Cumulative Record Series GSS-001, 002, 003, 004). Revised 2006

SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE

STUDENT RECORDS

SERIES NO.	SERIES TITLE AND DESCRIPTION	COPY		LOCATION	CONF.	TOTAL RETENTION	RETENTION INSTRUCTIONS
GSS-026	CAREER TRAINING RECORDS Programs funded through Job Training Partnership Act (JTPA), Perkins and Workforce Investment Act (WIA). These records include student academic progress, employment data and program eligibility certification. Also contained are the following: total hours of attendance, final grades, and certificate of program completion.		Info and Record Copy	Local School	CONF	ONE HUNDRED YEARS	Retain at agency 3 yrs after completion; transfer to State Records Center for 97 yrs; destroy. Revised 2006

PURGE LIST SPECIAL EDUCATION STUDENT AUDIT FILES RECORD SERIES #GSS-004 ITEMS TO BE RETAINED FOR STORAGE AFTER FOLLOWING MINIMUM RETENTION REQUIREMENTS: 1. SPECIAL EDUCATION AUDIT FILE FACT SHEET (This Fact Sheet would only appear in newly created files, therefore; the information contained on the Fact Sheet should be contained in the older files in various documents which would be retained for storage). The Fact Sheet contains the following information: ● Name ● Address at time of exit from school ● Telephone Number at time of exit from school ● Birth Date ● Student ID Number (if applicable) ● Social Security Number ● Date and age of entry into Special Education ● Disability classification(s) for Special Education ● High School Diploma ● Education History (Name of School/Program, Grade, Date Attended) ● Related Service History Dates 2. Final 3 years IEP Information and Evaluation Information 3. Tests completed 4. All Psychological Testing 5. All MDT Minutes 6. Medical Evidence Purged records are defined as 1) those records which are not absolutely essential for conduction or continuing business after records become inactive or 2) after records become inactive, approved retention period for the audit file containing these documents has been met. Reminder: Complete record must be maintained at the agency for three years in accordance with 34CFR Section 76.730 and Section 76.731, Notification to parent or student after 3 year requirement must be in accordance with the Delaware Public Archives Destruction Procedures.

Last Updated: Friday, 21-Nov-2008 14:00:56 EST