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School District and BOCES

School District and BOCES

School Safety
Title Major Revision Previous Schedules Schedule Item
Rescue and disaster response reports

and related records, including responses to threats or hazards to the public, school facilities or vehicles due to natural, technological, or human-made circumstances and/or the discovery of possible explosives, pathogens or other hazardous substances, covering specific incidents

 ED1 66 925

a: Records of major disasters, including information on the response of all agencies to the disaster, including such records as photographs, press clippings, property damage reports, records of emergency response, summary reports of personal injuries, records relating to demolition and new construction, and correspondence:
RETENTION: PERMANENT

b: Records of other than “major” disasters:
RETENTION: 3 years, but not until 3 years after any minor involved attains age 18
NOTES: Specific records should be appraised for historical value and may warrant permanent retention based on the serious nature of the incident involved. These would include actual discovery of explosives, pathogens or hazardous materials, and major facility evacuations and quarantines. Contact the State Archives for additional advice in this area.
District-wide school safety and building-level emergency response plans


2020 (♦)
 ED1 491 926

a: Final approved copies of plans, along with all revisions and amendments:
RETENTION: PERMANENT

b: Plan development, adoption and related records, including records of school safety teams:
RETENTION: 6 years
School violence and dangerous school records


NOTES: Requests for transfer and related records of individual students are covered by item no. 948b in the Student Records: Academic Records subsection.

 2020 (♦)
 ED1 492 927

a: Violent and disruptive incident (VADIR) and Dignity for All Students Act (DASA) reports and summary records, including copies of summary information submitted to the State Education Department (SED):
RETENTION: 0 after youngest person involved attains age 27
NOTES: Summary records may need to be retained longer, even permanently, if they document school violence, or if a school has been designated a persistently dangerous school. Contact the State Archives for additional advice.

b: Violent and disruptive incident data received back from SED:
RETENTION: 0 after data verified and any necessary corrections completed

c: Persistently dangerous school designation records, including SED citation, plan for corrective action, results of audits and monitoring, student transfer protocol and lists of transferring students, and documentation of removal of designation:
RETENTION: PERMANENT
Sexual molestation and sexual harassment records,

maintained separately from student health records or employee personnel records, and not including child abuse or maltreatment reports, covered by item no. 27 in the General Administration section:
RETENTION: 0 after youngest person involved attains age 27

 ED1 493 928
Fire and building condition records,

including but not limited to fire safety inspection reports, fire drill reports, fire alarm records, fire inspection reports, fire investigation reports, structural safety inspection reports, building condition surveys and visual inspection reports

 ED1 246 929

a: Fire safety inspection reports prepared pursuant to Section 807-a, Education Law:
RETENTION: 3 years
NOTES: Although Section 807-a of Education Law authorizes school authorities to destroy these reports after 3 years, the State Archives strongly urges that school authorities holding the "official" or "record" copies of these reports retain these records for 21 years to meet possible legal needs, including for use in personal injury litigation involving minors.

b: Structural safety inspection reports and building condition surveys, required by Section 409-d, Education Law and 8NYCRR 155.4:
RETENTION: 21 years

c: Visual inspection reports, required by 8NYCRR 155.4:
RETENTION: 5 years

d: Records other than reports and surveys covered by parts "a," "b" and "c," above:
RETENTION: 3 years
Emergency medical training records

including defibrillator training, covering local government employees and students who receive training
NOTES: This item covers records of emergency medical training received by school personnel and students. For records of emergency medical training courses for which schools, BOCES or other ED-1 users are course sponsors, see item no. 915 in the Instruction subsection.

 ED1 35 930

a: Training and certification applications and lists of persons who have taken or need to take training:
RETENTION: 0 after superseded or obsolete

b: Original entry training records, when posted to summary record:
RETENTION: 1 year

c: Original entry training records, when not posted to summary record:
RETENTION: 7 years

d: Summary record of training:
RETENTION: 6 years after individual leaves service or student graduates or would normally have graduated from high school, but no less than 7 years
NOTES: Local officials may wish to keep these records longer, possibly for the career of the individual, if the records are consulted throughout that period.

e: Course materials, except final or annual reports:
RETENTION: 7 years after course completed
Special Education: Financial Tracking and Reporting
Title Major Revision Previous Schedules Schedule Item
State agency notification to school district identifying student with a disability placed in residential facility,

(State Education Department STAC [System for Tracking and Accounting for Children] 200 Form or equivalent) prepared by state agency other than State Education Department:
RETENTION: 6 years after notice superseded, or student attains age 21, whichever is shorter

 ED1 268 937
Commissioner of Education approval for providing and funding special education services,

(State Education Department STAC [System for Tracking and Accounting for Children] 3 Form or equivalent), identifying child, services provider, and type, duration and cost of services:
RETENTION: 6 years

 ED1 269 938
Federal assistance records for special education,

including but not limited to application, advisement, eligible student survey form, reports, statement of payment and memorandum of instruction:
RETENTION: 6 years

 ED1 270 939
Special Education: Individual Student Records
Title Major Revision Previous Schedules Schedule Item
Special education file

of student (including both school-age students and preschool children) with a disability
NOTES: This does not cover summary data found in the student's cumulative education record which are covered under item no. 948.
Records documenting students' Career Development and Occupational Studies (CDOS) commencement credentials and Skills and Achievement Commencement Credentials for Students with Severe Disabilities are covered by item 948a in the Student Records subsection.

 2020 (♦)
 ED1 267 931

a: Student information sheet, most recent year's IEP (Individualized Education Program), evaluation record, student exit summary, and summary record (if created):
RETENTION: 6 years after student graduates/would normally have graduated from high school or 6 years after student attains age 21, whichever is shorter
NOTES: These records may be needed more than 6 years beyond the student's graduation or 21st birthday to verify previous disability, especially in connection with applications by former students for social security or other benefits. At the same time, unnecessarily long retention of these records may jeopardize the personal privacy safeguards contained in Section 300 of Title 34 of the Code of Federal Regulations. School districts and BOCES should weigh these concerns carefully and consult their attorney or counsel before establishing policy concerning retention of these records beyond their legal minimum retention periods.

b: Other special education records including but not limited to attendance record, copy of high school transcript or student progress reports, referral form, individual evaluations, IEP's (except most recent), behavior intervention plan (except most recent) parent communication, agency communication, and attendance/staff reports, behavior/staff changes records, test papers, psychologists' notes and "protocols," regardless of whether or not student is declassified from special education:
RETENTION: 6 years
NOTES: Health records should be filed in the student's health record in the Health subsection.

c: Federal Medical Assistance records for Special Education and Case Management Services, including but not limited to all documentation, logs, surveys, reports, remittance statements and memoranda of advisements pursuant to the School Supportive Health Services Program (SSHSP) and the Preschool Supportive Health Services Program (PSHSP):
RETENTION: 6 years after date of payment to school district or BOCES
Records of special education "committee minutes,"

where needs of various students and their progress and problems are discussed, when significant information is transferred or posted to individual student special education records:
RETENTION: 6 years
NOTES: If significant information is not transferred or posted to the special education file for each individual student, then these records must be retained for 6 years after student graduates/would normally have graduated from high school or 6 years after student attains age 21, whichever is shorter, as per item no. 931a.
Committees covered by this item include committees on special education, committees on preschool special education, and subcommittees on special education.

 ED1 365 932
Referral service records of preschool student with a disability,

including but not limited to intake information record, record of referral for services, follow-up review record, and correspondence:
RETENTION: 6 years

 ED1 271 933
Basic record listing special education student's name, address, phone number, grades, attendance record, classes attended, grade level completed, and year completed,

created pursuant to Section 300.624(b) of 34 CFR:
RETENTION: 6 years after student graduates/would normally have graduated from high school or 6 years after student attains age 21, whichever is shorter
NOTES: This item covers the "basic record" for special education students which some schools maintain separate from the student’s "permanent record card" (see item no. 948 in the Student Records subsection). If information from this separate "basic record" is included in the student's "permanent record card",

which must be retained permanently, then the retention period for this record is 0

after no longer needed. If the student's "permanent record card" does not, however, contain any reference to specific education status, then school districts and BOCES should consider retaining this record permanently. Federal regulations permit the maintenance of a "permanent record" containing this information "without time limitation." Schools which maintain a single “permanent record” for all students, including special education students, should use item no. 948, from the Student Records subsection, to authorize records disposition.

 ED1 366 934
Basic data on any student contained in an automated special education records system,

including name, age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class, type of disability, referral date, date service initiated, date of declassification, and level of service:
RETENTION: 0 after no longer needed
NOTES: School districts and BOCES should consider permanent retention of the basic data elements of these special education records systems on an annual or biannual basis, such as at the beginning and/or end of the school year. This information may be useful for long-range planning purposes, such as projecting trends in special education needs and services. Contact the State Archives for additional advice in this area.

 ED1 367 935
Documentation of regular updates made to basic data contained in special education data file,

such as covering corrections, deletions or additions to data:
RETENTION: 1 year

 ED1 376 936
Special Education: Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Census and register of students with disabilities

residing in school district, eligible to attend school or pre-school special education program:
RETENTION: 6 years
NOTES: This item does not cover the school census listing all persons of school age residing in the district which is covered by item no. 956, found in the Student Records section, Student Information Systems and Related Records subsection. If the general school census and the census and register of students with disabilities are one and the same record, follow the instructions given under item no. 956.

 ED1 372 944
Lists maintained in relation to providing special education services,

including but not limited to list of names and resumes of impartial hearing officers, list of free or low-cost legal and other relevant services, list of public and private agencies and other professional resources where independent evaluations may be obtained, list of potential surrogate parents, and list of preschool programs:
RETENTION: 6 years
NOTES: This does not cover the register, census or list of students with disabilities, which is covered by item no. 944.

 ED1 373 945
Requests for access to special education records


ED1 374 946

a: Requests for access by parents and authorized employees:
RETENTION: 1 year

b: All other requests, maintained pursuant to Section 300.563 of 34 CFR, including name of party requesting access, date access denied or granted, and purpose for which access is requested:
RETENTION: 5 years
Records of special education testing of students,

where students are not classified as requiring special education

 ED1 375 947

a: Lists of students tested but not classified:
RETENTION: 6 years

b: Records relating to individual student not classified, including but not limited to referral, results of testing and evaluation report:
RETENTION: 0 after student attains age 21, but not less than 6 years
Special Education: Program Administration
Title Major Revision Previous Schedules Schedule Item
Plans prepared in relation to providing special education services


ED1 368 940

a: School district annual or biennial plan outlining special program and education services, required by Section 200.2(c) of 8NYCRR:
RETENTION: PERMANENT

b: Special education space requirement plan developed by BOCES, including related correspondence and any amendments:
RETENTION: 6 years after superseded
Reports relating to special education program

(not covered by other items in this Schedule)

 ED1 369 941

a: Summary reports of student data:
RETENTION: 6 years

b: Annual and other reports covering the evaluation, referral, placement and review processes, and IEP (Individualized Education Program) development:
RETENTION: 6 years
Waivers permitting a school district or BOCES to implement an innovative special education program,

along with applications, correspondence, reports and all related records

 ED1 370 942

a: Waiver granted on an annual basis:
RETENTION: 6 years

b: Waiver granted on a permanent basis:
RETENTION: 6 years after expiration

c: Annual or other reports submitted to New York State Education Department (SED) regarding operation and evaluation of the program:
RETENTION: 6 years
Records of special education program monitoring by New York State Education Department (SED),

including but not limited to monitoring report, response and records of any resulting action taken:
RETENTION: 6 years after date of most recent entry in record, or until the next program review is completed, whichever is later

 ED1 371 943
Student Records: Academic Records
Title Major Revision Previous Schedules Schedule Item
Student cumulative education record file (including "permanent record card")


NOTES: This covers resident full-time students, including those receiving home instruction and non-resident full-time students paying tuition.
The birth names of transgender and gender nonconforming students should be stored in a separate folder from the student’s permanent academic record in part "a" and kept confidential, but maintained permanently.

 2020 (♦)
2022 (♦♦) 		ED1 275 948

a: Cumulative achievement record equivalent (sometimes known as "Permanent Record Card") for elementary and secondary school, New York State career development and occupational studies (CDOS) commencement credential, and skills and achievement commencement credential, including but not limited to information on school entry, withdrawal and graduation, subjects taken, grades received from examinations, career plan in effect during the school year in which the student exits high school, and work skills employability profile:
RETENTION: PERMANENT

b: Other student records, including but not limited to registration record; screening evaluation reports; home language questionnaire, English language proficiency identification assessment results, and related records; remedial program participation record; Section 504 evaluations, accommodation plans and related records; state assessment opt out records; counselor notes; teacher comments; correspondence; and transfer or discharge notice:
RETENTION: 6 years after student graduates or would normally have graduated from high school

c: Examination (including Regents examination) test results, local proficiency test results, papers and answer sheets, homework, and duplicate copies of report cards when information regarding subjects taken and final grades received is posted to the pupil’s cumulative achievement record:
RETENTION: 1 year after end of school year

d: Program admission application, when application is approved:
RETENTION: 6 years or student participation in program terminates, whichever is later

e: Program admission application, when application is not approved or student does not enroll in program:
RETENTION: 3 years

f: Cumulative achievement record maintained by BOCES, including information on credits, grades, attendance, instructors' comments and employability profile:
RETENTION: PERMANENT

g: Other student records maintained by BOCES, including annual and periodic progress reports, from which information is posted to cumulative achievement record:
RETENTION: 6 years after student graduates or would normally have graduated from high school

h: School district's copy of BOCES cumulative achievement and other BOCES student records:
RETENTION: 6 years after student graduates or would normally have graduated from high school

i: Copies or abstracts of student records, sent by a high, middle, and/or intermediate school in another district to elementary, middle, and/or intermediate school which student had attended, and which district does not operate a high, middle school, and/or intermediate school itself:
RETENTION: 0 after no longer needed
NOTES: For copies of student records received from other school districts that do operate a high, middle, and/or intermediate school, use item no. 58.

j: Unclaimed diplomas:
RETENTION: 1 year
NOTES: School districts and BOCES may wish to keep these records longer for convenience of both school personnel and graduates who may request their diploma at some later date.

k: Proof of residency records for student, excluding residency investigations and hearing records:
RETENTION: Retain most current until 6 years after student graduates or would normally have graduated from high school. Destroy older proofs 6 years after superseded.
Student records covering non-district students, and students attending high school equivalency, alternative learning, driver’s education, and adult education courses

including records related to the National External Diploma Program (NEDP) and Comprehensive Adult Student Assessment Systems (CASAS)
NOTES: This does not cover non-resident full-time students paying tuition. Their records are covered by item no. 948. This item does cover records of students who pay tuition and reside in another district, but take occasional courses in the district where these records are maintained. It also covers records of resident students taking high school equivalency or non-diploma courses and adult residents taking BOCES career and technical education courses.

 2020 (♦)
 ED1 281 949

a: Student records, including but not limited to parental consent, approval from student's school district, program participation application, summary of participant achievements and attendance, record of courses taken including grades and examination results, but excluding examination test papers and answer sheets:
RETENTION: 0 after student attains age 24, but not less than 6 years

b: Examination test papers and answer sheets:
RETENTION: 1 year
Student portfolio,

containing samples of a student's best work, and including progress reports and grades (where applicable):
RETENTION: 6 years after student graduates or would normally have
graduated from high school
NOTES: The student and teacher may weed out and dispose of individual student papers in the portfolio at the end of each school year, providing samples of the student's best work are retained as specified above.

 ED1 377 950
Certificate of Regents high school and college entrance diplomas issued

or Career Development and Occupational Studies (CDOS) commencement credentials and Skills and Achievement Commencement Credentials for Students with Severe Disabilities issued

 2020 (♦)
 ED1 276 951

a: If posted to cumulative achievement record:
RETENTION: 0 after posting

b: If not posted to cumulative achievement record:
RETENTION: PERMANENT
Examination records,

relating to Regents preliminary and literacy examinations, created prior to 1970:
RETENTION: 0 after no longer needed

 ED1 277 952
Student Records: Attendance Records
Title Major Revision Previous Schedules Schedule Item
Student's attendance record (register),

including but not limited to each student's name, date of birth, names of parents or guardian, address, and daily attendance, absence and tardiness

 ED1 44 958

a: All attendance records created prior to 1929, including "attendance registers" used between 1895 and 1928, in booklet form provided by the State Office of Public Instruction, later State Education Department (these booklets also contain the school census, trustees' annual reports, registers of visitors, and other information):
RETENTION: PERMANENT

b: "Attendance registers" used from 1929 to the present, containing information set forth in Section 104.1 of 8NYCRR:
RETENTION: 6 years
NOTES: If annual or bi-annual lists of students are not available for certain school years, school districts and BOCES may wish (but are not required) to retain post-1929 attendance registers for those years in their place to provide students' names. If separate student lists are available, school districts and BOCES may wish to retain examples of the detailed post-1929 attendance registers for use in historical research or in teaching with historical records projects. Contact the State Archives for additional advice in this area.

c: Detailed attendance data contained in electronic format in student information systems, or maintained as system output:
RETENTION: 6 years

d: Employee oath or affirmation related to verification of the student attendance register:
RETENTION: Retain as long as the attendance register to which it relates
Student's absence record,

including but not limited to parent's excuse, investigation report, and record of attendance at religious observance or education:
RETENTION: 1 year after end of school year

 ED1 46 959
Attendance reports and other summary attendance records, not

containing detailed information on individual absences

 ED1 49 960

a: Annual or bi-annual attendance report:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.
Annual reports containing attendance information submitted to the State Education Department for State aid reimbursement purposes are covered by item no. 881 in the School District and BOCES section, Administration subsection.

b: Periodic reports and other records used to complete annual or bi-annual report:
RETENTION: 1 year
Student Records: Extra-Curricular Activities
Title Major Revision Previous Schedules Schedule Item
Student organization records


ED1 93 961

a: Lists of members or participants, records of activities, competitions and performances, and other records of officially-supported student organizations except scouting records and scouting and training videos:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Photographs and videos of and programs for certain competitions and performances may have historical value in documenting student activities. Records with historical value should be retained permanently.
Parental consents are covered by item no. 969, below. Health related records are found in the School District and BOCES section, Health subsection.

b: Scouting reports and videos used for scouting and training purposes:
RETENTION: 0 after no longer needed
Athletic program records


ED1 94 962

a: Lists of athletes or participants, records of interscholastic competitions and intramural athletics, and other records except scouting records and scouting and training videos:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Official score and record books, team and action photographs and videos of and programs for interscholastic competitions may have historical value in documenting interscholastic student athletics. Records with historical value should be retained permanently.
Parental consents are covered by item no. 969, below. Health related records are found in the School District and BOCES section, Health subsection.

b: Scouting reports and videos used for scouting and training purposes:
RETENTION: 0 after no longer needed
Fund raising records

generated by student organizations, athletic teams and "booster clubs" to help support extra-curricular activities:
RETENTION: 6 years

 ED1 381 963
Extra-curricular activity selection and evaluation records,

including applications, nominations, qualifications, evaluations, ratings, voting records, records of appeals of selection or evaluation decisions, lists of students or student materials selected or not selected, and related records concerning the selection or evaluation of students or student materials for participation or inclusion in activities such as athletic teams, the National Honor Society, the National Junior Honor Society, school plays, school art shows, school newspapers or literary magazines, and other activities:
RETENTION: 6 months after end of selection or evaluation process or 6 months after final resolution of any appeal of a selection or evaluation decision, whichever is later

 ED1 280 964
Student Records: Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Student emergency contact record,

including the names, addresses, phone numbers, and other information for individuals designated as student emergency contacts. Information may be used in conjunction with school safety and disaster plans:
RETENTION: Destroy when information is superseded or student leaves the district, whichever is shorter

 2020 (♦)
 971
Records of compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and related legislation

concerning access to student education records and participation in surveys on or activities in designated areas

 2020 (♦)
 972

a: Request for hearing on content of student education records, decision of hearing, and student statement on content of disputed record:
RETENTION: Retain for the same period the disputed records are maintained

b: Record of requests for access to and disclosures of personally identifiable information from the student education records, as required by FERPA regulations:
RETENTION: Retain for the same period the requested records are maintained
NOTES: For records of requests for student information which are not subject to FERPA requirements, see item no. 53 in the General Administration section. Requests by students for information on themselves are covered by item no. 948.

c: Request for nondisclosure of directory information or non-participation in surveys on or activities in designated areas:
RETENTION: 1 year after request is terminated or is no longer valid or 1 year after the concerned records are no longer maintained

d: Consent for records disclosure:
RETENTION: 1 year after consent is terminated or 1 year after the concerned records are no longer maintained

e: Waiver of right to inspect and review confidential letters and statements placed in student education records:
RETENTION: 1 year after waiver is terminated or 1 year after the concerned records are no longer maintained

f: Directory Information Policy Statement:
RETENTION: PERMANENT

g: Annual or other notice of rights under FERPA or related legislation concerning access to student records or participation in surveys on or activities in designated areas:
RETENTION: 3 years after issued or superseded or obsolete, whichever is later
Student employment certificate record ("working papers"),

including but not limited to application, evidence of age, parent's consent, physical fitness certificate, and employment certificate or rejection of application:
RETENTION: 0 after student attains age 21

 ED1 274 965
Student disciplinary records,

including but not limited to detention notice, suspension notice, suspension hearing record, correspondence, and related records

 ED1 278 966

a: Records of major disciplinary actions, including suspensions:
RETENTION: 3 years after end of school year, but no less than 3 years after student attains age 18

b: Records of minor disciplinary actions:
RETENTION: 3 years after end of school year
NOTES: School districts and BOCES may wish to retain all or select records of minor disciplinary actions for a lengthier period, especially in situations where the records may be needed for use in litigation alleging that a student was improperly disciplined due to an unrecognized learning disability. Such litigation could potentially commence up to the time when the student attains age 21.
Scholarship program records,

(covering academic, athletic or other scholarships) including but not limited to scholarship applications, list of eligible candidates, list of competition winners and alternates, and reports:
RETENTION: 1 year after scholarships awarded
NOTES: Policies and procedures for awarding and administering scholarships are covered under item no. 52 and consideration should be made to retain these records until the scholarship program is discontinued.

 ED1 279 967
Records of gifts and prizes awarded students:


RETENTION: 3 years

 ED1 282 968
School bus pass and parent's consent

for student to participate in, or request for student to be excused from, specific activity, including but not limited to physical education program, field trip, or athletic program:
RETENTION: 1 year after end of school year

 2020 (♦)
 ED1 47 969
Missing child notification and related records,

received from State Division of Criminal Justice Services

 ED1 382 970

a: Notification of missing child and need to "flag" student record, and subsequent notification to remove "flag" from record, when missing child is located:
RETENTION: 0 after receiving notification that child is no longer missing

b: Notification of missing child and need to "flag" student record, when child is not reported as having been located:
RETENTION: 6 years after student graduates or would normally have graduated from high school

c: Letter of notification, and letter of correction, when child reported missing is identified as not having been a student at school district receiving notification:
RETENTION: 1 year
Student Records: Student Information Systems and Related Records
Title Major Revision Previous Schedules Schedule Item
Basic data on any student contained in or produced by an automated student information system, information system,

including name, age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class:
RETENTION: 0 after no longer needed
NOTES: School districts and BOCES should consider permanent retention of the basic data elements of these student information systems on an annual or bi-annual basis, such as at the beginning and/or end of the school year. This information may be

useful for long-range planning purposes, teaching with historical records projects, and community history research. Contact the State Archives for additional advice.

 ED1 378 953
Lists of students

created prior to or in lieu of the maintenance of student data in automated student information systems, containing such information as student's age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class, and sometimes ethnicity, summary grade, attendance and deportment information

 ED1 379 954

a: All lists created prior to 1910:
RETENTION: PERMANENT

b: Lists created since 1910:
RETENTION: 0 after no longer needed
NOTES: School districts and BOCES should consider permanent retention of these lists on an annual or bi-annual basis, such as at the beginning and/or end of the school year. This information may be useful for long-range planning purposes, teaching with historical records projects, and community history research. Contact the State Archives for additional advice in these areas.
Documentation of regular updates made to student lists or student data file,

such as covering corrections, deletions or additions to student data:
RETENTION: 1 year

 ED1 380 955
School census records


NOTES: The Census and Register of Students With Disabilities is covered by item no. 944, found in the Special Education subsection. If the (general) school census, covered by this item, and the Census and Register of Students with Disabilities are one and the same record, this item covers its retention.

 ED1 43 956

a: All school census records created prior to 1949 (some early 19th century census records only list names of parents) including so-called "attendance registers" used between 1895 and 1928, in booklet form provided by the State Office of Public Instruction, later the State Education Department (these booklets also contain the school census, trustees' annual reports, registers of visitors, and other information); and school census and enrollment reports, created between 1929 and circa 1949, in booklets provided by the State Education Department, or their equivalents:
RETENTION: PERMANENT

b: Post-1949 school census records, maintained in updateable card-file format:
RETENTION: 6 years after information it contains becomes obsolete
NOTES: While not required to do so, school districts and BOCES may wish to retain some school census records maintained in this format permanently for local and family history research and teaching with historical records projects. Contact the State Archives if you would like additional information on this subject, or to discuss your district's census records in detail.

c: Post-1949 school census records, maintained in list, booklet, computer printout or electronic format:
RETENTION: Retain one complete census permanently for every 5 year interval; retain others for 6 years
Pupil personnel cumulative record (guidance folder),

containing information on all aspects of student's school career:
RETENTION: 6 years after student graduates or would have normally graduated from high school

 ED1 272 957
Supplemental Education Services
Title Major Revision Previous Schedules Schedule Item
Supplemental education records for individual student,

including but not limited to letters of notification to parent(s) or guardian(s), copies of individual test results, parental or guardian consent (if applicable), student's personalized plan, student final and other progress reports, but not including individual student progress log:
RETENTION: 6 years
NOTES: For records of supplemental education services included in an individual student's cumulative education file, see item no. 948 in the Student Records subsection.

 ED1 315 973
Individual student progress log:


RETENTION: 1 year

 ED1 316 974

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